Program Admin & Calendar Lead

DRT Strategies; Silver Spring (MD); On-site; USD 50,000 - 75,000; Full time

Job summary

DRT Strategies seeks a Program Administrative Support Specialist to provide day-to-day administrative and executive support to FDA leadership and program staff. You will manage calendars, prepare briefing materials, coordinate travel, and maintain records using FDA-approved systems.

The role requires meticulous attention to detail, discretion, and the ability to prioritize competing administrative tasks in a federal environment.

Qualifications

• 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, & 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.

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.

Skills

Calendar management

Meeting coordination

Executive support

Professional correspondence

Time-management

Written and verbal communication

Discretion

Independently organized

Microsoft Office suite

Education

Associate's degree in business/office administration/management

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

DRT Strategies seeks a Program Administrative Support Specialist to provide day-to-day administrative and executive support to FDA leadership and program staff. You will manage calendars, prepare briefing materials, coordinate travel, and maintain records using FDA-approved systems.

The role requires meticulous attention to detail, discretion, and the ability to prioritize competing administrative tasks in a federal environment.