Administrative Support IV

Objectstream is an award-winning small business supporting the Federal Aviation Administration (FAA) for last 15 years. We offer a competitive benefits package to our employees which includes: M/D/V, matching 401k, and other benefits. The passion and dedication of Objectstream employees is what has supported the growth and success of our company. We develop strong, dedicated, unified teams committed to our core value..

Job Description: 

This position supports the FAA's Air Traffic Services under the Air Traffic Organization. The candidate will provide administrative support to the VP staff, which consists of the VP, DVP, and two Senior Advisors to include performing a variety of assignments to assist senior level management in day-to-day operations. The candidate is expected to apply experience and detailed knowledge to plan and accomplish assigned tasks with an understanding of how administrative tasks contribute to organizational activities.

Job Duties:

• Manages the day-to-day operation of the office, appointments and calendars, and administrative systems. Responds promptly to telephone and email inquiries; prepares, maintains and distributes the AJT phone directories; communicates all necessary information; provides information about AJT activities in general in response to telephone, facsimile, email, and postal inquiries; identifies and requests additional resources as needed, i.e. supply orders.
• Makes all travel arrangements for the VP staff. Arranges schedule of visits, hotel reservations, and administrative contacts with officials to be visited. Develops and submits travel vouchers upon completion of trips ensuring that necessary documentation and receipts are provided. Estimates the amount of per diem and transportation.
• Assists with the implementation of AJT operating strategies, to include developing innovative approaches to administrative challenges; implementing policy and administrative processes throughout the organization; making recommendations for organizational improvements; and ensuring administrative processes are in compliance with current policies and regulations, to include cost savings.
• Serves as primary office contact for the organization, interacting with NAS customers, other ATO organizations, and external lines of business on a day-to-day basis.
• Acts as liaison between management levels within the organization, supporting AJT with information, materials and assistance when required; assists with the logistics and organization of any AJT Headquarters supported meetings and manages all correspondence directed to the VP staff.
• Receives confidential documents and extremely sensitive information in the form of reports and processes them in accordance with the known wishes of the VP staff. Ensures that appropriate safeguards are established and maintained for employee selections, executive or management decisions, political issues, and emergency preparedness.
• Assembles and summarizes information from office files for the VP's staff use on the basis of general instructions as to the nature of the information wanted and its purpose.
• Reviews incoming memos, submissions, and reports in order to determine their significance and to plan for their distribution. Prepares agendas and makes arrangements for meetings.
• Uses a variety of office equipment, such as fax machines, photocopiers, scanners, videoconferencing and telephone systems. Completes such tasks as: creating spreadsheets; compose correspondence; manage databases; and create presentations, reports, and documents using desktop publishing software and digital graphics.

Qualifications:

• HS Diploma
• Minimum 10 years of relevant experience
• Expert oral communication skills are critical and essential
• Strong writing skills; gather details, process, and put back out in a logical format
• Knowledge of administrative management concepts, principles, and practices to perform office support services.
• Ability to coordinate work, and communicate with various levels of staff, including across organizational lines and the public.
• Skilled in managing competing priorities under strict deadlines, while maintaining a high level of confidentiality and attention to detail.
• Ability to work effectively with others by applying interpersonal skills in the work environment.
• Proficiency in Microsoft Office: Word, Excel, PowerPoint, Publisher, Visio
• Experience with E2 system
• Attention to details
• Knowledge and experience in:
  • Controlling and managing calendars for Senior level Executives.
  • MS Outlook
  • Generating reports from tracking tools/databases
  • Preparing briefing materials and correspondence and creating tracking mechanisms

FAA experience is preferred.