Executive Assistant in Washington, District of Columbia at FM Talent Source

Position Summary

This position is in the Office of Child Care (OCC) for the Administration for Children and Families (ACF) and serves as an Executive Assistant to the OCC leadership team, including the Director, the Deputy Director, and the Associate Deputy Director. The Executive Assistant will provide advisory, analytical, and coordinative services for management initiatives, special projects, and daily activities. The incumbent is privy to confidential policy and personnel information and will need to demonstrate an ability to maintain discretion. This position is fully on-site, and the individual will work in the Washington, DC office from 8:00 A.M – 4:30 P.M or 8:30 A.M. – 5:00 P.M. Monday through Friday. The Executive Assistant will perform a wide variety of executive support and administrative duties including:

Key Responsibilities

• Provide timely administrative support and handle sensitive and confidential information with integrity.
• Coordinate leadership Outlook calendars, keep principals informed of upcoming commitments, and resolve scheduling conflicts.
• Proactively organize administrative needs for meetings to include room scheduling and preparing conference spaces and technology for hybrid meetings.
• Support office morale and teambuilding initiatives including office events, all staff communications, and newsletters.
• Prepare senior leadership for attendance at meetings and conferences by compiling fact sheets, status reports, and briefing books.
• Plan, organize, and prioritize tasks to meet multiple workload goals with a high level of attention to detail to ensure the efficiency and effectiveness of office operations.
• Work independently with a high degree of professionalism, tact, and diplomacy to carry out special assignments requiring knowledge of OCC’s mission and Administration priorities.
• Demonstrate strategic thinking and good judgment to prioritize and appropriately respond to a large volume of requests based on their importance, urgency, and complexity.
• Support and coordinate travel logistics, prepare detailed itineraries and travel files, and ensure all necessary arrangements, such as reservations, transportation, and appointments, are confirmed and fully processed prior to departure for office principals.
• Assist in processing and coordination of office correspondence, memos, and reports.
• Collaborate with administrative team on requirements for management of services and supplies.
• Perform other duties as assigned.

Required Qualifications

• Minimum of THREE (3) years of experience.
• Associate degree at minimum, Bachelor’s degree preferred.
• Ability to work on-site in DC office daily, Monday through Friday.
• Demonstrated ability to maintain high levels of confidentiality and handle sensitive information with discretion.
• Excellent verbal and written communication skills.
• Advanced calendar management and meeting coordination skills.
• Strong technical aptitude and ability to troubleshoot office equipment and technology for hybrid meetings.
• Ability to operate calmly under pressure and work collaboratively in a team environment with other staff supporting the leadership team of an organization.
• Customer service-focused and a strong and demonstrated ability to interface with all levels of management and internal staff.
• Strong organizational, multi-tasking, and prioritization skills.
• Must be proficient in the use of Microsoft Office Products (Word, Excel, PowerPoint, Teams, etc.).
• Able to obtain and maintain Public Trust clearance.