Executive Assistant - Gulf Research Program

nas; United States; On-site; USD 60,000 - 85,000; Full time

Job summary

The Gulf Research Program (GRP) seeks an Executive Assistant to provide high-level administrative and operational support to the Executive Director and the GRP Executive Office. The role requires discretion, excellent organization, and the ability to manage multiple priorities with limited supervision.

Cover letter required for consideration. Responsibilities include managing the ED's calendar, coordinating meetings, supporting nominations and institutional review, and handling travel and

Qualifications

• Experience providing high-level administrative support in a complex organization.
• Ability to manage calendars, travel logistics, and confidential information.
• Strong judgment, organization, and ability to handle multiple priorities.
• Excellent written and verbal communication.

Responsibilities

• Manage the Executive Director's calendar, travel, and daily agenda.
• Coordinate meetings, prepare materials, and track follow-ups.
• Provide confidential administrative support to the ED and GRPEO staff.
• Coordinate nominations, governance materials, and review processes.
• Oversee travel expense reports, invoices, and budget-related paperwork.
• Liaise with IT and staff to ensure equipment and software needs are met.
• Assist with onboarding and staff recognition activities.

Skills

Calendar management

Executive support

Travel coordination

Communication

Discretion

Organizational skills

Meeting coordination

Job description

Job Description Summary:

THE PROGRAM UNIT

The Gulf Research Program (GRP) of the National Academies of Sciences, Engineering, and Medicine works to enhance offshore energy system safety and the protection of human health and the environment. The program advances understanding of the Gulf region's interconnected human, environmental, and energy systems and supports the application of that knowledge to benefit Gulf Coast communities and ecosystems.

THE OPPORTUNITY

The Gulf Research Program seeks an Executive Assistant to provide high-level administrative and operational support to the Executive Director (ED) and the GRP Executive Office (GRPEO). The Executive Assistant manages the ED's calendar and travel, coordinates executive and Division Committee meetings, supports institutional review and nomination processes, manages selected financial and office administrative activities, and serves as a key point of contact with staff, committee members, and NASEM administrative units. The position requires sound judgment, strong organization, attention to detail, discretion, and the ability to manage multiple priorities with limited supervision.

Job Description:

Cover letter required for consideration

RESPONSIBILITIES

EXECUTIVE OFFICE SUPPORT

Manages the ED's calendar, daily agenda, appointments, and travel logistics. Schedules meetings, coordinates availability, prepares or assembles meeting materials as needed, and follows up on administrative details. Provides administrative support to the ED and other GRPEO staff. Handles sensitive and confidential information with discretion and exercises judgment in responding to requests and resolving routine administrative issues.

MEETING AND COMMITTEE SUPPORT

Schedules and staffs Executive Office-led meetings, including Program Unit Lead meetings, all-staff meetings, and other meetings as assigned. Coordinates meeting logistics, including scheduling, room or virtual meeting arrangements, invitations, summary meeting notes, materials, and related communications. Manages logistics for Division Committee meetings; serves as the primary administrative point of contact for committee members; coordinates meeting dates and arrangements; handles the preparation, distribution, and retention of meeting notes, and maintains the committee roster and related records.

NOMINATIONS AND INSTITUTIONAL REVIEW

Oversees the administrative review and quality control of Division Committee nomination packages, Governing Board project materials, and other submissions prepared by program units before they are provided to the Executive Director and advanced for institutional review. Reviews materials for administrative completeness, required documentation, proper format, accuracy of administrative information, and adherence to NASEM policies and procedures. Identifies issues and follows up with program staff to obtain missing information or request corrections and revisions as needed. For submissions originating from the Executive Office, directly coordinates preparation, completion, and submission of the required materials and tracks items through the review process.

FINANCIAL AND TRAVEL ADMINISTRATION

Prepares and processes travel expense reports, credit card reconciliations, invoice vouchers, and related financial paperwork. Reviews documentation for completeness and compliance with applicable policies and procedures and ensures expenses are within established budget parameters. Coordinates travel arrangements for the ED and other Executive Office-related travel as assigned.

OFFICE, TECHNOLOGY, AND INFORMATION MANAGEMENT

Supports efficient office operations by maintaining office supplies and coordinating equipment needs. Serves as the GRP liaison to NASEM-wide IT user groups and as a primary administrative liaison with IT for staff technology needs, including computer and phone setup, troubleshooting coordination, and related requests. Coordinates software licenses for staff. Creates, maintains, and updates administrative records, rosters, files, and email or distribution lists.

STAFF ACTIVITIES AND GENERAL ADMINISTRATIVE SUPPORT

Provides administrative support to Executive Office staff and assists with division-wide administrative activities and special projects. Coordinates administrative aspects of onboarding new employees and works with appropriate NASEM offices to ensure necessary arrangements and resources are in place for their arrival. Provides administrative support for staff activities, including staff recognition and morale activities. Performs other administrative duties necessary to support the effective operation of the Executive Office.

REQUIREMENTS

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Ability to solve problems of variety and complexity using originality and ingenuity. Ability to operate with appreciable latitude for independent judgment and action. Experience working in a complex environment with a high degree of organizational effectiveness. Ability to work su