Executive Assistant

Operational Hours: 6:30 am – 3:00 pm

Technical Requirements:

• Be knowledgeable of administrative management and business administration principles to perform complex administrative tasks to support the Director, DLS, other senior leadership, and provide assistance to all levels of management and staff. Must exercise a high degree of confidentiality of sensitive information s/he may be privileged to in the performance of this task order.
• Maintain and manage the Director’s calendar with autonomy to schedule meetings, appointments and events based on the Director’s priorities and preferences, and includes:

• Meeting with the Director to review his daily schedule and providing advance notice of the next scheduled meeting/event
• keeping the Director apprised of program issues after evaluation of available facts
• reception coverage to receive visitors and screen phone calls, take clear messages and/or appropriate action as required
• Provide comprehensive day-to-day administrative and program support to the Director and Front Office staff:
  • Develop written materials for the Director/Deputy Director to disseminate information related to operational directives and prepare various reports as needed, proofread for grammatical, spelling and format accuracy (draft and final form) prior to review,
  • Maintain a document control and task tracking system of DLS data calls, including but not limited to: purchase order approvals, training packages, acquisition packages, property loan administration signatures correspondence, projects and initiatives, adhering to established administrative workflow processes for accurate document management and accountability,
  • Maintain and periodically update management’s contact information, personnel and phone rosters to ascertain accurate personnel accountability,
  • Track the Division’s travel and training budget and utilization, providing ad-hoc reports when requested,
  • Submit work requests (IT, telephone, facilities, etc.) for corrective action when needed,
  • Distribute incoming/outgoing office mail regularly.
• Be designated as the Division’s Travel Planner and be knowledgeable of the NIH travel system (CGE), travel policies and Federal travel regulations to assist DLS staff with travel requirements and voucher settlement.
• Support special projects as assigned that may require substantive and complex research of issues pertaining to DLS policies, organizational functions and responsibilities; research, gather and compile data for use in briefing presentations and executive papers.
• Inventory and replenish office supplies as needed; prepare/submit routine purchase requisitions for Government approval through the Purchasing Online Tracking System (POTS), use of the Self-Service Supply Charge Card in accordance with established policy.
• Provide administrative support services in alternate locations within the Office of Logistics and Acquisition Operations (OLAO), as specified upon request.
• Possess advanced computer skills, proficient use of MS Office Suite. Be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for records management and reference.

Additional Qualifications:

• College degree OR a high school diploma with eight (8) years of related work experience
• Ability to perform more complex administrative tasks
• Knowledge of business and administrative management
• Ability to perform administrative duties and support for executive management
• Responsible for confidential and time-sensitive material
• Ability to work well with all levels of management and staff
• Ability to work independently and in a collaborative team environment consisting of a diverse population
• Possess advanced computer skills and proficient with MS Office software (Word, Excel, PowerPoint, Outlook)
• Skills using the internet to perform research
• Prepares routine and advanced correspondence
• Analytical, organizational, and effective time management skills
• Strong communication skills, both oral and written
• Coordinate and schedule meetings in-person and across virtual platforms (e.g., Webex, Skype, Zoom, MS Teams, etc)
• Assist in collection and organization of department work products and artifacts to enable knowledge management
• Prior NIH experience and knowledge of NIH systems (i.e. CGE, POTS, ITAS, etc.), policies and procedures preferred

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.