General Summary: This role will provide high-level administrative support to The Office of External Affairs (OEA) serves as the central point of communication and education about the FDA’s public health and regulatory activities, with the goal of enhancing its communications infrastructure to better serve the public.
Essential Job Functions:
1. Develop and Edit Documents
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Develop reports, briefings, memos, supervisory communications, telephone trees, personnel lists and organizational charts.
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Develop and edit documents that include research and editing for spelling, content grammar, etc. and shall be completed in compliance with office procedures. These documents may be developed from statistical information, draft memos or rough notes/drafts in hard copy or email.
2. Maintain, Coordinate and Track Documents
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Document and post public information on the Office’s internet and intranet.
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Maintain, coordinate, track and file documents in the correct locations.
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Perform office automation activities: data entry, database creation and maintenance, and records management
3. Receive and Direct Communications and Inquiries (phone calls, voicemail, e-mail, postal mail, and express mail)
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Distinguish between priority and routine matters researches and assembles materials independently responds to various inquires
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Provide support for status updates, due date reminders, and procedural policies.
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Track time sensitive emails.
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Send and receive letters, mailings and packages via USPS, FedEx, and other delivery methods.
4. Provide Meeting and Schedule Support
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Assist with coordination, organization, implementation of meetings.
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Receive meeting or event attendance, schedule meetings in conference rooms, notify individuals of meetings, and provide reminders before meetings.
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Schedule support includes maintaining multiple calendars and scheduling meetings, conference calls, etc.
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Complete registration for conferences and trainings to include coordination with other program offices.
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Acts as liaison with key Office, Center, Agency, and Department officials by transmitting information and instructions regarding progress on assignments.
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Prepare daily Commissioner Homework/Reading Packet
4. Maintain Office
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Troubleshoot minor office and electronic repairs (toner replacement, paper jams, iPhone troubleshooting, ERIC ticket requests, etc.).
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Contact the proper vendors and schedule service if unable to bring the equipment to working condition.
5. Travel
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Prepare travel authorizations and vouchers for the Associate Commissioner.
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Coordinate proper approvals for executive travel.
Education Requirement: Bachelor’s degree.
Experience Requirement: Minimum six (6) years of general experience of which four (4) years is directly related.
Other Requirement(s): This position requires U.S. Citizenship or a Green Card holder and the ability to obtain and maintain a Government public trust level security clearance. For a candidate that is a Green Card holder, they must have lived in the United States for at least three out of the past five years prior to your application date. You will also meet the residency qualifications if you lived abroad while on government or military duty or if you were a dependent of a federal employee of military member.
Performance Requirements:
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Exceptional verbal and written communication skills.
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Excellent interpersonal and customer service skills.
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Exercises discretion and good judgement in all things, especially regarding sensitive or confidential matters
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Experience with c-suite executives and/or high-level leaders in federal government.
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Extremely proficient in Microsoft Office Suite
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Proficiency with Concur travel system and SharePoint a plus.
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Exceptional organizational skills and attention to detail.
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Ability to function well in a high-paced and at times stressful environment.
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Extensive knowledge of office administration, clerical procedures and recordkeeping procedures.
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Ability to work independently.
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Ability to establish and maintain effective and positive working relationships with all staff and visitors.
Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.
Work Environment: Work performed in an office environment. Involves frequent contact with staff and customers.
Mental/Physical Requirements: Manual dexterity for office machine operation; stooping, bending to handle files and supplies, mobility to complete errands or deliveries. Must be able to remain in stationary position for extended periods of time. Stress can be triggered by multiple demands and deadlines.
DISCLAIMER: The above statements are intended to describe the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, duties, skills, efforts, requirements, or working conditions. Management reserves the right to revise the job or to require that other or different tasks be performed as assigned in accordance with business demands and/or contractual requirements
