Program Administrative Support Specialist - Jr

DRT Strategies, Inc.•Silver Spring, MD

2d•$50,000 - $75,000

About The Position

DRT Strategies delivers expert management consulting and information technology (IT) solutions to large federal agencies, state and local government and commercial clients in health care, technology, and financial services industries. The three letters of our name, DRT, stand for Driving Resolution Together, which is the core philosophy on which the company was founded. That is, we collaborate with our clients to solve their most pressing challenges - together. We are problem solvers dedicated to your success, combining Fortune 500 experience with small business responsiveness. We have established a reputation with our clients as a forward-thinking consulting firm with demonstrated success in implementing solutions that lead to meaningful results. Our world-class consultants unite people to work collaboratively to achieve project goals and make vision a reality. The U.S. Food and Drug Administration (FDA) is responsible for protecting and advancing the public health. Within FDA, the Office of Global Policy and Strategy (OGPS) and the Office of Policy, Legislation, and International Affairs (OPLIA) support the Agency's mission through global policy and strategy, policy development, legislative affairs, international engagement, organizational coordination, and related mission-support activities. DRT is seeking a highly organized Program Administrative Support Specialist to provide day-to-day administrative and executive support to FDA leadership and program staff under Section III. The successful candidate will manage calendars and meetings, prepare correspondence and briefing materials, coordinate travel and logistics, maintain records and trackers, support routine procurement and administrative transactions, and coordinate visitor and stakeholder activities using FDA-approved systems and processes. This role requires strong attention to detail, responsiveness, discretion, and the ability to independently organize competing administrative priorities while keeping federal staff informed of issues and deadlines.

Requirements

Minimum 2+ years of administrative, executive support, program support, office management, or comparable professional experience.
Demonstrated experience managing calendars, coordinating meetings, tracking deadlines and action items, and supporting multiple priorities with strong attention to detail.
Experience preparing and formatting professional correspondence, reports, briefing materials, agendas, minutes, trackers, schedules, and presentations.
Strong organizational and time-management skills, with the ability to anticipate needs, identify conflicts, follow through on commitments, and communicate issues promptly.
Excellent written and verbal communication skills and the ability to interact professionally with senior leaders, staff, external stakeholders, and partner organizations.
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other common office/collaboration tools.
Ability to handle sensitive or non-public information with discretion and maintain organized, accurate, and accessible records.
Ability to work independently within established procedures while seeking federal direction or approval when required.

Nice To Haves

Prior administrative or executive support experience within FDA, HHS, another federal agency, or a federal contractor environment.
Experience coordinating domestic and/or international travel, travel authorizations, vouchers, or meeting/event logistics.
Familiarity with federal records management, information security, privacy, or document-handling requirements.
Experience supporting purchase requests, G-Invoicing actions, property transactions, or other routine federal administrative/procurement processes.
Experience supporting senior executives, international visitors, conferences, or engagements involving multiple internal and external stakeholders.
Experience working in a fast-paced environment requiring frequent schedule changes, competing priorities, and proactive follow-up.

Responsibilities

Manage designated calendars and schedules, coordinate changes, mitigate conflicts, produce daily schedules, and conduct regular check-ins to confirm priorities and upcoming activities.
Coordinate meetings with internal and external participants, including availability, invitations, meeting locations or virtual platforms, logistics, and schedule changes.
Prepare agendas, read-ahead packages, briefing materials, notes, minutes, action-item trackers, daily reminders, and other materials needed to support leadership meetings and engagements.
Track action items, suspense dates, deadlines, follow-up activities, and administrative commitments; provide timely reminders and status updates to designated personnel.
Prepare, edit, format, and organize routine correspondence, memoranda, letters, emails, reports, spreadsheets, schedules, trackers, and presentations using information provided by FDA personnel.
Maintain electronic and paper files and administrative records in accordance with applicable FDA records management requirements and office procedures.
Coordinate domestic and foreign travel, including transportation, lodging, meeting logistics, and administrative support for travel authorizations and vouchers within required timeframes.
Provide administrative support for routine procurement, financial, and property transactions, including purchase requests, G-Invoicing actions, tracking of outstanding items, and maintenance of supporting documentation for FDA review and approval.
Support meetings, conferences, workshops, visitors, and international engagements, including administrative support for the International Visitor Coordinator Program and related scheduling, logistics, documentation, and communications.
Coordinate with FDA offices, federal agencies, and external stakeholders as directed; identify scheduling conflicts, missing information, delays, or other administrative issues and communicate them promptly.
Maintain confidentiality of non-public information and comply with applicable FDA/HHS security, privacy, records-management, and system-use requirements.
Exercise appropriate judgment in organizing assigned activities while recognizing that approvals, commitments, and decisions reserved to federal personnel remain with FDA.