Job Details

Requisition Number 17-0080
Post Date 12/7/2017
Title Office Administrator
City Washington
State DC
Description Want to work for a great Organization? The American Bankers Association is the banking industry's champion. Joining ABA makes you part of a team that: • has Extraordinary People - ABA experts are the "go to" sources for bankers, policy makers and the media for credible information and insights for the banking industry. • has Unmatched Scope and Scale - ABA's unparalleled information and services keep members current, knowledgeable and prepared. • is Impact-Driven - ABA has a proven record of bringing about positive change for our members and the industry. We take action and achieve results. Plus competitive pay, an outstanding benefits package, a convenient DC location, a professional collegial work environment and an opportunity to work on issues of national significance equals a winning combination!

ABA is seeking an Office Administrator to provide executive level support to the senior vice president and three vice presidents within the Office of Regulatory Policy. Key responsibilities include coordinating and facilitating the senior staff’s calendars for appointments, meetings and speaking engagements; preparing, organizing and disseminating materials for meetings, speeches and conferences; coordinating and preparing agendas for staff meetings; establishing and maintaining filing and records managements systems; coordinating domestic travel arrangements, and preparing itineraries and pertinent travel documentation. The Office Administrator also prepares, proofs and finalizes special documentation for government relations activities, including comment letters, testimonies and talking points for distribution to Capitol Hill and the regulatory agencies.

Key Duties Include:

Facilitating the workload of the senior vice president and vice presidents and managing all administrative support functions with particular attention to the Senior Vice President’s work flow.

Reviewing deadlines, engagements and meetings and maintaining systems to facilitate the prioritization, assignment, management and monitoring of the work of the senior staff in order to anticipate their administrative needs and aid them in managing their workflow and deadlines.

Coordinating the schedules of the senior staff, prioritizing functions and appointments, ensuring that meetings, deadlines, presentations and other duties of the staff are carried out seamlessly. This includes updating staff calendars on a daily basis, assisting staff with preparing for speaking engagements and outside meetings, and monitoring staff calendars in order to proactively manage their schedules and anticipate their administrative needs.

Coordinating office management activities for the SVP and VPs. This role serves as gatekeeper between the staff and the public, press, agency representatives and members by managing their written and verbal communications and filtering requests so that their time is allocated to effectively managing their workloads. In this capacity, the Office Administrator fields phone calls, vets information requests and coordinates various inter and intradepartmental communications. This also includes scheduling staff meetings on behalf of the senior staff. This entails sending calendar appointments, drafting agendas, and disseminating pertinent information.

Simultaneously planning, organizing, and scheduling flights, hotel reservations and car rentals for all business travel for SVP and the three VPs. Taking into consideration cost effectiveness, keeping in mind the logistical and financial needs of the department while also considering the travel needs of the staff. Maintaining all necessary supporting documentation and preparing and disseminating intricate travel itineraries for staff. Reconciling travel expenses upon completion of trips and submiting reimbursement forms to compensate staff for business travel. Preparing invoice requests memos for travel that is reimbursed by hosting organizations and ensuring proper payment to ABA.

Overseeing the preparation of specialized documentation for the ORP department. This includes, but is not limited to, formatting testimony and comment letters and creating outlines, charts, PowerPoint presentations, and other items as needed.

Performing a variety of administrative duties in support of the ORP staff which includes, but is not limited to, filing, preparing and processing POs, expense reimbursements and check requests, document scanning, mail distribution, ordering supplies etc. Incumbent also manages staff’s distributions and contact information in order to ensure that information is update to date an accurate.

Serving as the interdepartmental point of contact for IT related questions, in order to expediently help staff with computer problems and to reduce the number of calls to the service desk.

Maintaining and updating the committee lists for the SVP and VPs various committees and working groups within the Aptify system.

Answering phones and providing occasional back-up to 7th floor receptionist.
Requirements 2 year degree OR some college courses completed AND at least 3-5 years of professional experience in a busy office environment.

Ability to manage a heavy workload and be comfortable balancing multiple projects for several staff members.

Excellent organizational and verbal/interpersonal communication skills in order to interact with senior level staff within the ABA and high ranking government officials on behalf of the ORP staff.

Strong time and task management skills in order to stay of the staff’s heavy travel schedules and speaking engagements.

Ability to balance daily administrative duties with the high demands of monitoring and updating their assigned web pages.

Ability to perform under pressure and against deadlines to file high level comment letters to regulatory agencies.

Ability to communicate via email and phone with internal staff and external contacts, including ABA membership, regulatory staff and press. This includes routing callers to field inquiries.

Proficiency in the MS Office and SharePoint.

Excellent grammatical, computer and phone skills.

Preferred Experience:

Previous experience supporting high level staff; legal assistance experience a plus.

Working knowledge of HTML and PDF creation software is a plus.
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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