Executive Assistant (52568)

GAP SOLUTIONS INC; Bethesda (MD); On-site; USD 47,000 - 63,000; Full time

Job summary

The National Institute on Aging at NIH is seeking an Executive Assistant to support the Director's office and manage day-to-day administrative functions in Bethesda, MD. This full-time role focuses on policy coordination, travel planning, calendar management, and meeting materials.

The ideal candidate will have a BA (or equivalent) and strong written communication, analytical abilities, and interpersonal skills necessary to liaise across offices and staff. On-site work is required.

Qualifications

• Bachelor’s degree or equivalent experience recommended.
• Knowledge of analytical methods and evaluation techniques for office administration; familiarity with laws, regulations, policies, and precedents affecting administrative operations.
• Strong written and verbal communication skills; ability to present staffing recommendations and negotiate solutions.
• Ability to use a computer to research information and prepare documents.

Responsibilities

• Represents the office on policy, plans, and programs; directs administrative functions and keeps the supervisor informed.
• Analyzes organizational programs and activities; reviews reports and initiates actions to improve programs.
• Reviews and recommends changes to programs and plans to ensure proper implementation of goals and objectives.
• Maintains liaison between the organization and other NIH offices; clarifies policy and administrative matters.
• Establishes standards for efficient operation; coordinates staff; manages calendars and meeting logistics; handles travel planning and outreach materials.

Skills

Analytical skills

Communication skills

Interpersonal skills

Computer proficiency

Education

Bachelor's degree

Job description

Job Details Level: Experienced Job Location: National Institutes of Health (NIH) - Main Campus/Bethesda - Bethesda, MD 20892 Position Type: Full Time Education Level: Bachelors Degree Salary Range: $40.00 - $40.00 Hourly Travel Percentage: None Job Shift: Day Job Category: Admin - Clerical

Position Objective: The Executive Assistant will support the operational needs while directing the day-to-day administrative function at the National Institute on Aging within the National Institutes of Health.

Duties and Responsibilities

• Serves as a representative for the office on all matters related to implementation of policy, plans, and programs. Directs and implements administrative functions for the office. Keeps the supervisor fully informed of current conditions throughout the organization and takes appropriate action to ensure that administrative activities are properly implemented to support its mission.
• Analyzes organizational programs and activities through review of reports initiated by the staff, recommendations from subordinate echelons, etc., and initiates or recommends action to correct problems and improve programs.
• Reviews and makes recommendations on new or changed programs and plans; and formulates and proposes plans, programs and policies to ensure proper and consistent implementation of the organization’s goals and objectives.
• Recommends and implements changes in administrative policies.
• Maintains liaison and coordination between the organization and other offices in the IC and the NIH. Clarifies and explains policy, plans, and administrative matters or discusses implications of pending issues.
• Establishes and implements standards for the efficient operation of the office. Coordinates subordinate staff within the office, ensuring that the administrative and clerical functions required for a smooth and efficient operation are provided. Develops short- and long-term plans for the office, sets priorities, and establishes work requirements. Assigns administrative work based on priorities and personnel availability. Reviews work, accepting, amending or rejecting work as appropriate on behalf of the supervisor. Exercises responsibility for internal document control management.
• Participates in special projects, as assigned, including drafting guidance and writing memoranda and letters for signature by the supervisor.
• Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation. Arranges meeting space, speakers, and support details for large conferences. Perform other duties as assigned.
• Travel Planning: Successful completion of Travel Authorization and Voucher training.
• Preparation of Meeting Materials: PowerPoints and flyers, meeting agendas, notetaking, and written correspondence.
• Calendar Management: Manages calendar and Director/Deputy Director schedules.
• Project Oversight & Status Documentation: The core operational documents required for accountability. This includes recurring project status reports, and updated project plans.
• Prepares Outreach Materials: A range of content designed to inform and educate various audiences. This includes website and social media content, newsletters, training materials, and workshop outcome reports.

Basic Qualifications

• Bachelor of Arts or equivalent experience of 3-5 years.
• The position requires knowledge and skill in applying analytical and evaluative methods and techniques to issues or functions related to office administration; knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations; knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization.
• Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity.
• Skilled in conducting detailed analyses of complex functions and work processes; outstanding communication and writing skills; and interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations.
• Ability to use a computer to research information and prepare documents.

Preferred Qualifications

• Ability to communicate effectively, orally and in writing, with non-technical and technical staff
• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.