Executive Assistant

Overall Position Summary and Objectives

This is a high Level position which will directly support the Deputy Director (DD) of the Institute. This individual will be interacting with a wide variety of stakeholders including Senior Leaders. This individual will assist the DD in a wide variety of items from managing the DD calendar, filing, answering phones, PowerPoint Presentation, maintaining various tracking lists, etc.

Title : Executive Assistant
Location : Bethesda, MD

Deliverables:

• Maintain Executive's Calendar - Daily
• Answer Institute Phones - Daily
• Will work on site when Executive is on site to provide executive support. - Ad-Hoc
• Update Various Distribution Lists for the Executive as needed. - Ad-Hoc
• Provide Customer Support to Executive and their staff in completing administrative actions. - Daily
• Generate, update, maintain, and tracking of various documents for the Executive. Examples include but are not limited to: PowerPoint Presentations, version control on documents, filing, advanced excel use, Word Documents, Flyers, etc. - Daily
• Create and maintain tracking of items for the Executive and the IC as needed - Daily
• Coordinate meetings or events for the IC. Examples of some of the scheduling include but are not limited to: IC Staff Meetings, IC presentations, Retirement celebrations, - Ad-Hoc
• Attending meetings as needed with the Executive and as needed will run the presentation slides, documents, or other items for the meeting for the Executive. - Ad-Hoc
• Develops and maintains Excel documents utilizing advanced excel knowledge and skills for the Executive which include analytics - Ad-Hoc
• Reviews various items for consistency, accuracy, clarity, grammar, etc. for the Executive - Ad-Hoc
• Generates draft documents for the Executive to review and incorporates feedback from into into the documents. Some examples include (but not limited to): memos, PowerPoint Presentation, various forms of communications - Ad-Hoc
• Maintain the Office of Administrative Management Sharepoint intranet site and other sharepoint sites as needed. - Ad-Hoc
• The Institute is fast paced and the individual will need to be able to handle multiple priorities at the same time, change direction/priorities quickly, and alert the executive to items which require their immediate attention. - Ad-Hoc
• Act as Travel Planner for Executive and Executive's Staff. - Ad-Hoc
• Works in collaboration with a variety of staff to complete a variety of administrative actions - Daily
• Prepares a variety of documents at the request of the executive (examples include: drafting memos, emails, etc. for the executive review/use). - Ad-Hoc
• Performs keyword search, data analysis, data compilations, work products and documents related to formatting in various software programs - Ad-Hoc

Work Details:

• Expertise in maintaining an Executive's calendar, coordinating high level meetings, working with the executive to learn the executives style and prioritization for meeting scheduling, and skills at the scheduling of meetings/events on the calendar to assist the Executives (example include taking into consideration travel times, meeting overruns, etc.). 1
• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks. 2
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained. 3
• Plan and complete various special projects. 4
• Schedule, organizing, and facilitate the scheduling of meetings, trainings, etc. for the Institute (examples: Institutes Orientation, IC wide trainings, Division Trainings, etc) 5
• Provide Technical knowledge and support in developing and evaluating the fellowship program, establishing process and procedures and maintaining files.
• Prepare various packages from personnel, to orientation slides, powerpoints, PDFs, etc. to including the tracking of the various statuses.
• Produces various detailed reports for use by upper management.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
• Make recommendations to resolve problems that arise.
• Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
• Provide high-level administrative task support within the Branch.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
• Schedules and maintains an accurate tracking system of all activities.
• Schedule and maintain tracking system for all activities.
• Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
• Research and propose new administrative procedures.
• Review and summarize the content of incoming materials, specially gathered information, or meetings.
• Coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Research and propose new administrative procedures.
• Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
• Plans and completes various special projects.
• Extract and consolidate pertinent information.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• Provide editorial and logistical assistance to staff on managing special projects/activities.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
• Organize articles, materials, and files.
• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
• Prepare agendas, handouts and background materials.
• Work with staff on creation and preparation of presentations and slides ; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
• After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes
• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms.
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
• Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations.
• Contact participants and notify them of topics to be discussed.
• Schedule room and audio visual reservations.
• Updates databases and spreadsheets and creates reports for management.
• Develop, maintain and update spreadsheets for personnel, budget and travel actions.
• Create summaries and reports based on information gathered.
• Develop and/or complete forms and prepare for staff’s signatures.
• Maintain email distribution lists, Institute directory, phone trees, etc.
• Update Divisions sharepoint site, pull data from various sources, collate, and summarize for Executive
• Maintains inventory and initiates purchase requests.
• Maintain office records including office procurements and reimbursement procedures.
• Oversee inventory of office supplies.
• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.

1, 2, 3, 4, 5represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Associate's

Additional Qualifications:

Certifications & Licenses

• Executive Assistant
• Master's in Administration

Field of Study

• Business Management and Administration
• Finance
• General Business
• Hospitality Management
• Human Resources and Personnel Management
• Marketing and Marketing Research
• Miscellaneous Business Medical Administration

Job Types: Full-time, Contract

Salary: $30.00 - $35.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Relocate:

• Bethesda, MD: Relocate before starting work (Required)

Work Location: On the road