Administrative Assistant and Outreach Coordinator

Job description

Are you looking for a Challenge? Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking an Administrative Assistant and Outreach Coordinator to support the United States Committee on the Maritime Transportation System (CMTS) for the U.S. Department of Transportation in Washington, D.C. I’ve never heard of Terrestris. What do you do? At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective. So, what will the Administrative Assistant and Outreach Coordinator Terrestris do? As the Administrative Assistant and Outreach Coordinator, you will provide administrative and communication support to the Executive Director and staff of the CMTS Executive Secretariat. This includes, but is not limited to, office and calendar organization and maintenance, travel coordination, and office supply management. This position also includes support for CMTS external communication activities including the addition of CMTS social media information; meeting planning; and development, reproduction, and distribution of outreach materials. What does a typical day look like for the Administrative Assistant and Outreach Coordinator? You will: Maintain the Executive Director’s daily and long-range calendars. Exercise objectivity and a keen awareness of the role and responsibilities of the Executive Director and the CMTS in the calendar priority setting process. Discriminate between those appointments, briefings and meetings that require the Executive Director’s personal attention and those, which may be referred to appropriate CMTS Executive Secretariat staff and/or member agencies. Track and log incoming meeting requests for Executive Secretariat activities. Respond to routine inquires on these activities and their status. Assist the Executive Director by providing technical assistance and guidance on the preparation, coordination, and administrative processing of actions, including the drafting and review of correspondence. Notify appropriate staff members when technical advice is required. Maintain schedule of CMTS activity milestones and meetings. Screen telephone calls to the Executive Secretariat. Obtain background information to determine to whom a call should be directed or handled personally and provide background information, to staff for meetings, as appropriate. Arrange travel for the Executive Director; secure and confirm travel and lodging reservations; and prepare travel orders and requests for advancement of funds. Prepare travel vouchers for reimbursement of funds. Manage basic office administration functions including archiving office and meeting records, ordering supplies, organizing meetings by reserving conference space, arranging for telecommunications requirements, developing, and tracking building access security lists, providing escort to visitors, duplicating meeting materials, and providing logistics support as needed, whether a meeting is in the DOT building or elsewhere. Support CMTS transfer of funds and acquisition capabilities which may include coordination of interagency correspondence, agreements, purchase requests, and communication with administrative staff of CMTS member agencies, including the Maritime Administration. Develop and maintain the content of CMTS social media including the web site and Facebook page by requesting updates from Executive Secretariat staff and CMTS members as needed. Research and compile marine transportation related materials and information of interest, pertaining to the development and distribution of the “MTS Notes” to CMTS members on, at least, a weekly basis. What qualifications do you look for? You might be the professional we’re looking for if you have: Authorization to work in the United States permanently without sponsorship. An Associate’s or Bachelor’s degree in Communications, Business Administration, Public Relations, or related field (or equivalent experience). A minimum of (2) years of administrative or outreach experience. A proactive / self-starter mentaliity. Excellent writing and analytical skills. Excellent verbal and written communication skills. Strong organizational and multitasking abilities. Proficiency in Microsoft Office Suite, Google Workspace, and social media platforms. Experience with CRM tools, databases, or design software (e.g., Canva, Mailchimp) is a plus. Ability to work independently and collaboratively in a fast-paced environment. What kind of benefits does Terrestris Offer? We offer outstanding benefits including health, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category. Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S. DILBERT © 2018 Scott Adams. Used By permission of ANDREWS MCMEEL SYNDICATION. All rights reserved.