Executive Assistant

This person will serve as the executive assistant to the NINR’s Scientific Director and NINR intramural staff. Examples of responsibilities include but not limited to activities such as preparation of travel request (including air or train tickets, hotels), personnel packages, Board of Scientific Council review packages. Additionally person would be responsible for order supplies, calendar management, reserving rooms for various meetings, entering and tracking maintenance request, prepare office space new staff, mail management including picking up and distributing mail to intramural staff).

• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. – 1

• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.

• 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.

• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.

• 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.

• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.

• 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.

• Conduct computerized searches of library references, scientific publications and other databases; extract and consolidate pertinent information.

• Organize scientific articles and materials.

• Plan and complete various special projects.

• 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.

• 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.

• 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.

• 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.

• Updates databases and spreadsheets and creates reports for management.

• Develop, maintain and update spreadsheets for personnel, budget and travel actions.

• Develop budget proposals; monitor expenditures.

• Create summaries and reports based on information gathered.

• Update and maintain the Program and Employee Services (PES) personnel list and phone directories.

• Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.

• Develop and/or complete forms and prepare for staff’s signatures.

• Maintains inventory and initiates purchase requests.

Certifications & Licenses

• Certified Administrative Assistant

Field of Study

• Nursing

Software

• SharePoint

• MS Office

• Concur

• Zoom

• Teams

• ITAS

Skills

• Social media, knowledge of the Federal Travel Regulation

• Project management, website content management

• Meeting minutes/summary reports

• Executive level support

• Meeting coordination

• Travel planning

• Calendaring