Executive Support Specialist #1356216

at  Network Designs Inc

JOIN OUR TEAM AS AN EXECUTIVE SUPPORT SPECIALIST!

Requirements: U.S. Citizenship is required.
Location: Onsite (4 days per week in Washington, DC)
Clearance: Candidate must be able to obtain Public Trust clearance.

JOB DESCRIPTION:

We are seeking an organized and proactive Executive Support Specialist to provide comprehensive administrative and executive support to the FAA Office of Communications (AOC) leadership team. The successful candidate will manage complex calendars, coordinate meetings, handle communications, and maintain crucial records and documents, ensuring the smooth and efficient operation of AOC executives’ day-to-day activities. This role requires excellent communication skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment. Military Veterans Encouraged to Apply.

QUALIFICATIONS AND EXPERIENCE :

• Bachelor’s degree, preferably in Business Administration, Communications, or a related field.
• Minimum of 5 years’ experience in an executive support, administrative, or coordination role, preferably within a government environment.
• Strong organizational and time management skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to work independently and as part of a team.

• Executive Calendar Management: Maintain and manage the AOC executive’s calendars including scheduling meetings, appointments, and travel arrangements. Ensure all commitments are accurately scheduled and up to date.
• Meeting Coordination: Coordinate with various FAA lines of business and staff offices to schedule, reschedule, and deconflict meetings as necessary. Ensure all stakeholders are informed and prepared for meetings.
• Time-Sensitive Communications: Keep AOC executives advised of urgent, time-sensitive or high-priority issues.
• Meeting Preparation: Organize and prepare materials for meetings, including agendas, reports, and other necessary documents. Ensure logistical arrangements for meetings, including room reservations, setup, and technology, are coordinated.
• Managing Communications: Draft, review, and send professional communications on behalf of the AOC executives as needed, including emails, memos, and other correspondence. Answer and respond to phone calls and emails. Effectively communicate messages and information to the executives and prioritize correspondence to ensure timely responses.
• Project Tracking and Documentation: Maintain various records, documents, and files for AOC executives. Track the progress of ongoing projects and assist in ensuring deadlines are met.
• Administrative Support: Provide general administrative support to the AOC leadership team as required, including the preparation of reports, coordination of travel arrangements, and other ad-hoc tasks.