Executive Administrative Assistant
The Executive Administrative Assistant provides executive level administrative support to the U.S. Food and Drug Administration (FDA), Center for Food Safety and Applied Nutrition (CFSAN). This position handles a wide variety of administrative functions and situations, which includes the handling of sensitive or confidential information.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Provides administrative support to executive level staff. Performs a variety of advanced and routine administrative / clerical functions in support of the department’s mission.
Helps to ensure workflow efficiency amid complex tasks and constantly changing priorities. Uses the utmost discretion when handling confidential information.
Develops reports, briefings, memos, supervisory communications, telephone trees, personnel lists and organizational charts.
Reviews documents and presentations for grammar, spelling and punctuation. Documents may be developed from statistical information, draft memos or rough notes/drafts in hard copy or email.
Receives, tracks and edits all correspondence. Replies to mail and emails not requiring officials attention; routes matters requiring action by staff members, and follows up to ensure that actions are completed in advance of stated deadlines. Sends and receives letters, mailings and packages via USPS, FedEx, and other delivery methods.
Documents and posts public information on the CFSAN internet and intranet as directed.
Establishes, organizes and maintains files ensuring their orderliness as a ready reference source.
Distinguishes between priority and routine matters, researches and assembles materials, and independently responds to various inquires.
Provides support for status updates, due date reminders, and procedural policies.
Receives telephone calls, and greets visitors in a timely and professional manner. Per government’s guidance, determines nature of call or business of visitors; routes calls or directs visitors appropriately.
Schedules and plans meetings/appointments, which may include booking facilities, overseeing meeting room set up, coordinating and preparing reminders, agendas, meeting materials and minutes, handouts and PowerPoint presentations.
Manages attendee registration for conferences and trainings to include coordination with other program offices.
Acts as liaison with key CFSAN officials by transmitting information and instructions regarding progress on assignments.
Performs minor office and electronic troubleshooting and repairs (toner replacement, paper jams, iPhone troubleshooting, ticket requests, etc.). Contacts the proper vendors and schedules service if unable to bring the equipment to working condition.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
Associate’s degree and a minimum of three (3) years’ relevant experience with two years direct experience supporting executive level staff; or equivalent combination of education / experience. This position requires the ability to type a minimum of 40 WPM.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Working knowledge of general business and administrative processes and procedures in a corporate or government environment
Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, schedule / time management, as well as other office procedures and terminology
Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.)
Excellent written and verbal communication skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Skilled in planning and setting up room requirements for events and meetings
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work independently and in a team environment
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.