Address
Form of work Job Title Executive Assistant (Admin 4) Client Company/Dept. Name National Institute of Nursing Research (NINR) Address NINR, 31 Center Drive, Rm 5B03, City Name Bethesda State Name MD-Maryland Zip Code 20892 If others (Address) Mark up % (if any) Duration of the project Project Start Date 11/1/2022 Project End Date 1-Nov-23 Due date for Resume submission 9-Sep-22 No. of Openings 1 No. of Maximum Submissions 2 Job Description The Contractor shall:
Provide support to the NINR Deputy Director and serve as backup to the Executive Assistant to the NINR Director
Maintain calendar for the Deputy Director
Schedule and coordinate meetings for the Deputy Director
Review and disseminate memorandums to staff
Conduct document control for routing through the office
Review documents and memorandums for grammar and format
Coordinate travel and submit to NIH travel system
Process purchase requests for the Deputy Director e.g., meeting registrations
Prepare reports as needed
Perform other administrative duties such as filing, note-taking, covering the front desk, taking messages
The contractor should 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 future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, PowerPoint, etc.).
The Executive Assistant (Admin 4) performs administrative duties for the Deputy Director, relieving the Deputy Director of administrative type functions in order to increase the time available for the Deputy Director responsibilities. Requires advanced computer and internet skills. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for preparing and handling confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memorandums, and reports. Relies on experience and judgement to plan and accomplish goals. Must have the ability to be creative in managing common challenges in carrying out responsibilities, e.g., with IT or unexpected changes in the Deputy Director's schedule ensuring continuity of office operations. Candidate must have the ability to work well with all levels of management and staff. Prior experience in a scientific research environment for a large Federal agency is preferred. A comprehensive understanding of NIH, its organization and culture is also desired. A college degree and four (4) years of related work experience are preferred. Skill set info A college degree and four (4) years of related work experience preferred
Strong communication skills, both oral and written
Analytic, organizational and time management skills
Ability to plan, schedule, and conduct projects to evaluate and recommend ways to improve the effectiveness and efficiency of work operations
Skills in developing new or modified work methods and automating work processes for the conduct of administrative support functions
Ability to transcribe and edit documents
Ability to work independently and in a collaborative team environment consisting of a diverse population
Contractor must have advanced knowledge in the operation of office equipment (computers, copiers, fax machines, labelers, etc.), to scan, file and/or store electronic and, where needed, paper documents for future reference.
In addition, he/she should be proficient in Microsoft applications (Word, Excel, Teams), Power Point and virtual platforms i.e., Zoom. Education A college degree and four (4) years of related work experience are preferred Certifications (if required) Documentation Required for submission Work Hours 8:00 am - 5:00 pm (The total expected number of hours will be 40 hours/week). Work authorization required USC/GC/EAD/H1 also Relocation is accepted N/A Remote work No Additional Notes if any Prior experience in a scientific research environment for a large Federal agency is preferred.
Provide support to the NINR Deputy Director and serve as backup to the Executive Assistant to the NINR Director
Maintain calendar for the Deputy Director
Schedule and coordinate meetings for the Deputy Director
Review and disseminate memorandums to staff
Conduct document control for routing through the office
Review documents and memorandums for grammar and format
Coordinate travel and submit to NIH travel system
Process purchase requests for the Deputy Director e.g., meeting registrations
Prepare reports as needed
Perform other administrative duties such as filing, note-taking, covering the front desk, taking messages
The contractor should 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 future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, PowerPoint, etc.).
The Executive Assistant (Admin 4) performs administrative duties for the Deputy Director, relieving the Deputy Director of administrative type functions in order to increase the time available for the Deputy Director responsibilities. Requires advanced computer and internet skills. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for preparing and handling confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memorandums, and reports. Relies on experience and judgement to plan and accomplish goals. Must have the ability to be creative in managing common challenges in carrying out responsibilities, e.g., with IT or unexpected changes in the Deputy Director's schedule ensuring continuity of office operations. Candidate must have the ability to work well with all levels of management and staff. Prior experience in a scientific research environment for a large Federal agency is preferred. A comprehensive understanding of NIH, its organization and culture is also desired. A college degree and four (4) years of related work experience are preferred. Skill set info A college degree and four (4) years of related work experience preferred
Strong communication skills, both oral and written
Analytic, organizational and time management skills
Ability to plan, schedule, and conduct projects to evaluate and recommend ways to improve the effectiveness and efficiency of work operations
Skills in developing new or modified work methods and automating work processes for the conduct of administrative support functions
Ability to transcribe and edit documents
Ability to work independently and in a collaborative team environment consisting of a diverse population
Contractor must have advanced knowledge in the operation of office equipment (computers, copiers, fax machines, labelers, etc.), to scan, file and/or store electronic and, where needed, paper documents for future reference.
In addition, he/she should be proficient in Microsoft applications (Word, Excel, Teams), Power Point and virtual platforms i.e., Zoom. Education A college degree and four (4) years of related work experience are preferred Certifications (if required) Documentation Required for submission Work Hours 8:00 am - 5:00 pm (The total expected number of hours will be 40 hours/week). Work authorization required USC/GC/EAD/H1 also Relocation is accepted N/A Remote work No Additional Notes if any Prior experience in a scientific research environment for a large Federal agency is preferred.
