Administrative Assistant and Outreach Coordinator

Terrestris Global Solutions • Washington, DC

1d • Onsite

About The Position

This position supports the United States Committee on the Maritime Transportation System (CMTS) for the U.S. Department of Transportation in Washington, D.C. The organization, Terrestris, leverages technology to create better mission outcomes through better human performance, forming strong client and team relationships through transparency and striving to create an environment where their team can let their excellence shine through. They provide memorable services by finding, developing, and incorporating new ideas. 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.

Requirements

• 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 mentality.
• 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.
• Ability to work independently and collaboratively in a fast-paced environment.

Nice To Haves

• Experience with CRM tools, databases, or design software (e.g., Canva, Mailchimp) is a plus.

Responsibilities

• Provide administrative and communication support to the Executive Director and staff of the CMTS Executive Secretariat.
• Maintain the Executive Director’s daily and long-range calendars, exercising 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 and respond to routine inquiries 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.
• 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.

Benefits

• health
• financial
• retirement benefits
• paid leave
• professional development
• tuition assistance
• work-life programs
• award programs acknowledge employees for exceptional performance and superior demonstration of our service standards.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree