Position summary Provide full-time on-site program, administrative, and logistical support to federal agency leadership and staff. Serve as a primary point of contact for office support, execute assigned tasks with minimal oversight, and maintain professional service to internal and external stakeholders.
Essential Duties
Serve as a primary office point of contact and deliver courteous, responsive service to staff, visitors, and stakeholders
Apply judgment to analyze, troubleshoot, and complete assigned tasks independently
Adapt quickly to changing priorities and new assignments and track work through completion
Produce accurate work products that require minimal government revision
Coordinate and prioritize multiple concurrent assignments each day
Provide office front-desk support as required
Assist with senior staff calendars, appointments, and on-site/off-site meetings
Compile and summarize information from systems and files for correspondence, reports, and briefings
Support controlled correspondence coordination and timely responses
Proofread outgoing materials for format, grammar, spelling, punctuation, and completeness
Handle routine non-technical replies and follow-up correspondence
Coordinate meetings, materials, minutes, and action items
Perform timekeeping, data entry, database maintenance, and records/file management (create, maintain, and dispose of files per policy)
Prepare, submit, route, and monitor procurement requests; assist with waiver approvals and closeout memos
Make travel arrangements and process related documents in E2 Travel
Identify and recommend process improvements
Prepare correspondence, reports, records, technical papers, tables, charts, graphs, presentations, and government forms
Perform assigned special-project and RD&T office support
Help plan and facilitate laboratory tours and special events
Support TRB/FHWA Annual Meeting logistics, including tracking spreadsheets, shuttle information, meeting-space scheduling, planning meetings, and on-site assistance as directed
Assist with inventory and supply tracking and property accountability for research-facility equipment
Support fleet-related tasks when assigned, including authorized GOV operation and GSA reporting coordination
Independently use Microsoft Office, Google Workspace, E2 Travel, EDMS, PRISM, CASTLE, Delphi, and other required systems with little or no government support
Complete mandatory government trainings on time
Safeguard Government equipment, information, and property; sign and abide by the NDA; follow records, privacy, and Section 508 requirements
Identify as contractor personnel and wear required identification
Minimum qualifications
High school diploma or GED.
One to two years of relevant administrative or program-support experience.
Good written and oral communication and organizational skills.
Ability to work independently and as part of a two-person team.
Proven ability to produce quality work under deadlines and shifting priorities.
Working knowledge of Microsoft and Google office suites, web browsers, time-and-attendance or similar tracking systems, and basic data-entry applications.
Strong customer service skills.
Ability to obtain and maintain required USDOT access and complete onboarding security steps promptly.
Preferred qualifications
Federal or research-campus administrative experience.
Experience with travel systems, procurement routing, inventory, or event logistics.
Familiarity with DOT or similar enterprise systems (travel, finance, property, records).
Front-desk or distinguished-visitor support experience.
Valid driver’s license and comfort operating vehicles for official use.
Numbers & Facts
Location
McLean, VA
Job Type
Full-time
Skills
Administrative Skillsunmatched
Analysis Skillsunmatched
Calendar Managementunmatched
Communication Skillsunmatched
Customer Support/Serviceunmatched
Data Entryunmatched
Database Administrationunmatched
Delphiunmatched
Driver's Licenseunmatched
Establish Prioritiesunmatched
Executive Assistant Skills unmatched
Federal Governmentunmatched
File Managementunmatched
Financeunmatched
Governmentunmatched
High School Diplomaunmatched
Identify Issuesunmatched
Information Technology & Information Systemsunmatched
Leadershipunmatched
Logisticsunmatched
Microsoft Officeunmatched
Onboardingunmatched
Organizational Skillsunmatched
Plan Meetingsunmatched
Prepare Correspondenceunmatched
Presentation/Verbal Skillsunmatched
Prismunmatched
Process Improvementunmatched
Professional Servicesunmatched
Project Trackingunmatched
Proofreadingunmatched
Purchasing/Procurementunmatched
Record Keepingunmatched
Records Managementunmatched
Section 508unmatched
Spreadsheetsunmatched
Time Managementunmatched
Travel Planningunmatched
Vehicle Fleetsunmatched
Web Browsersunmatched
Writing Skillsunmatched
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