Administrative Assistant - iBiz FAA

SUMMARY 

The Administrative Assistant will provide hybrid (onsite and remote) administrative support for the United States Federal Aviation Administration (FAA) Office of International Affairs (API), providing direct support to APT (Office of International Civil Aviation Organization and International Training). Will provide support to the internal CNI contract support team and will handle a wide variety of administrative, outreach, and coordination functions. Note, this full-time hybrid position required to be onsite up to two times per week at the client location in Washington, D.C. and the remainder of the time working remotely. 

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.   

ESSENTIAL REQUIREMENTS  

Must have experience and the administrative skills necessary for handling the routine administrative functions in a government office or agency.  Experience with international stakeholders is desired.  

Must be proficient with Microsoft Office products (i.e., Word, Excel, Access, PowerPoint, etc.), SharePoint and project management software. 

Must be able to pass a government background check for access to facilities, equipment, and property. 

KEY DUTIES AND RESPONSIBILITIES 
Essential Duties and responsibilities include the following.  Other duties may be assigned. 

Provides support to FAA’s ICAO and International Training Programs and planning of outreach events. Support will include development of documents, management of emails, coordination of events and audits, and other identified outreach and training needs in the APT.  

Supports Logistics Plan generation, visit coordination, requests logging and routing, conference planning and research, implementation plan development, metric tracking and collection, completion certificate generation, action tracker development and maintenance, and weekly and monthly report creation.  

Edits and organizes information in delivery documents for training activities. Assists in the development of briefing materials in support of delegation visits, and FAA onsite seminars and workshops globally. Support will also include conducting outreach to vendors for meeting/event locations and catering. 

In addition, support will include: 

Supports delegation visits to FAA for ICAO events, training/mentoring programs, as well as FAA on-site audits, seminars/workshops globally to share and deliver information about US/FAA civil aviation programs, initiatives and priorities. 

Assists with cross-FAA discussions and collaboration on strategic ICAO and international training program development, intake, priorities, execution, tracking and metrics. 

Assists with the planning for, development of, and execution of priority outreach and training events. 

Assists with the planning and execution of the FAA’s International Leaders in Aerospace Program (FILA). This is a mentoring program for emerging foreign leaders that would benefit from learning leadership and management skills from the U.S. and equally as important, help strengthen U.S. engagement with countries around the world and cultivate lasting relationships with emerging foreign leaders.  

Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.   

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.  

OTHER DUTIES 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice. 

EDUCATION AND EXPERIENCE 

High School Diploma or General Education Degree (GED) and a minimum ten (10) years of related experience in general office administration of a government setting. Bachelor’s degree in relevant field with five (5) years experience may be substituted for ten (10) years of experience.  

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES 

Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, schedule / time management, and other office procedures and terminology. 

Excellent research and analytical skills with ability to identify problems, determine accuracy/relevance of information, evaluate alternatives and make recommendations. 

Solid business management skills relevant to carrying out day-to-day responsibilities. 

Self-motivated with excellent verbal and written communications skills with ability to compose meaningful reports and to present research / information with clarity. 

Ability to maintain confidentiality of sensitive information.  

Exceptional organization skills with ability to manage multiple projects and priorities and to meet specified deadlines. 

Ability to interface effectively with stakeholders at all levels of the organization. 

Ability to appropriately raise issues and concerns for resolution 

Ability to effectively work both independently and in a team environment toward the successful achievement of goals. 

Ability to employ a collaborative, customer service approach and to work effectively with others in diverse and multi-functional roles. 

Composes, proofreads, and edits documents. Ensures procedural and grammatical accuracy, as well as conformance with general policy and factual correctness. Ensures coordination and signature procedures are followed. 

LANGUAGE SKILLS 

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.  

MATHEMATICAL SKILLS 

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs. 

REASONING ABILITY 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. 

Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.  Exposed to general office noise with computers printers and light traffic.  

CNI CORE COMPETENCIES 

Responsible for the integration of CNI Core Competencies into daily functions, including commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken. 

COMPLIANCE  

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.   

EOE including Disability/Vet