Administrative Associate Iii

2 weeks ago

Washington, United States FARMER MAC Full time

Farmer Mac is seeking a diligent, highly motivated, organized, and experienced Administrative Associate III to support the day-to-day operations of the Washington, D.C. office.

As Farmer Mac’s ambassador, internally and externally, the Administrative Associate will be collegial and engaging, with a “no job is too small” attitude. This is a nonexempt position.

**With Whom You Will Work**

**Where and When You Will Work**

The position will be based in Farmer Mac’s headquarters at 2100 Pennsylvania Ave, NW, Washington, D.C. Core business hours are Monday through Friday, 8:30 am to 5:30 p.m. Eastern time. Work outside these times will be required for planned and unplanned activities to complete time-sensitive projects. D.C. Area travel is expected in this position as well as possible travel nationally. Onsite presence is required.

**Primary Responsibilities and Duties**

Administrative
- Manages the calendar of members of the Roundtable with a high level of detail to collaborate proactively and strategically to ensure their time is used in the most effective and impactful way possible. Telephone support, meeting logistics, business travel, and expense management are included.
- Prepares documents, presentations, and memoranda, which include higher level technical, statistical, and narrative reports for the support of the Senior Manager - Administration and the Roundtable. Organizes and consolidates briefing materials for meetings and public appearances.
- Communicates with internal and external stakeholders on behalf of the Roundtable and creates impactful relationships while earning a reputation for being a valued and trusted enterprise partner.
- Supports board and executive-level meeting planning, corporate events and all-hands meetings, internal projects, processes, and strategic initiatives.
- Supports invoice and expense management for the Corporate Administrative Team, Roundtable, and Board members via the Concur platform.
- Maintains poise and balance when managing multiple priorities and able to prioritize, pivot, and solve problems effectively with mínimal to no distraction and instruction.
- Collaborates thoughtfully with and is an exceptional team player among other members of the Corporate Administrative Services team, enterprise cross-functional partners, and third-party business vendors.

Corporate Administrative Services
- Proactively proposes new solutions and provides process improvement recommendations to enhance the c team's support of the enterprise.
- Provides courteous and professional in-person coordination of the welcome center, which includes oversight of mail, packages, and telephonic communication.
- Works as a SME and resource for all FAQs related to the office.
- Manages the Corporate Administrative Services team mailbox, promptly and effectively answering all written and verbal requests from internal and external stakeholders.
- Maintains exceptional working relationships with D.C. property management, building engineers, vendors, and other building tenants for facilities-related requests.
- Oversees building-management portal.
- Assumes an active role in record keeping, maintaining an inventory of office supplies, and coordinating equipment maintenance. Logs and reports office-related issues and places service calls with appropriate vendors.
- Manages facilities requests, organizing meetings and catering, booking conference rooms, and is responsible for troubleshooting workstation/office seat assignments in the D.C. office using the cloud-based software system.
- Ensures the D.C. office is clean, organized, well-maintained, and compliant with physical safety protocols.
- Serves as Safety Warden and point-of-contact during in-office emergencies and evacuations.
- Partners and acts as liaison to the Human Resources department, assisting with but not limited to the onboarding and offboarding processes.
- Utilizes and updates the Corporate Administrative Services Teams assigned task board to track assignments.
- Partners with the Executive Assistant to maintain the Corporate Administrative Services team guidebook, ensuring that it is updated accurately and promptly.
- Serves as back-up to the Executive Assistant.
- Partners with the Senior Administrator in the Iowa office to ensure consistency with the headquarters location.
- Performs other duties as assigned.

**Required Skills and Qualifications**
- Prior experience working with senior-level management.
- Senior-level support skills to include:

- Calendaring, expense management (Concur preferred), travel coordination, and planning.
- Discretion and ability to manage confidential information.
- Ability to work across the enterprise and with internal and external stakeholders.
- Event planning experience.
- Strategic and solution-oriented problem solver with an exceptional ability to manage multiple, competing deadlines confidently and flexibly while being positive in approaching challenges and uncertainty.
- Outstandi

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