Executive Assistant - Gulf Research Program

National Academy of Sciences, Engineering, and Medicine; United States; Hybrid; USD 74,000 - 92,000; Full time

Benefits offered by this job

Medical Insurance

Retirement Plan

Paid Holidays

Job summary

The Gulf Research Program (GRP) of the National Academies of Sciences, Engineering, and Medicine is seeking an Executive Assistant to provide high-level administrative support to the Executive Director and the GRP Executive Office.

The role manages calendar and travel, coordinates meetings, and handles nominations, reviews, and financial administration with discretion in a hybrid office environment in Washington, DC.

Qualifications

• Bachelor’s degree or equivalent experience.
• Five years of related administrative/office management experience.
• Excellent written and verbal communication skills, with ability to interact with all levels of staff.

Responsibilities

• Manages the Executive Director’s calendar, daily agenda, appointments, and travel logistics.
• Schedules meetings, coordinates availability, and prepares materials.
• Provides administrative support to the ED and GRPEO staff.
• Handles confidential information with discretion and exercises sound judgment for routine issues.
• Oversees administrative review and quality control of nomination packages and related materials.

Skills

Calendar management

Travel coordination

Meeting coordination

Confidential information handling

Microsoft Office

Interpersonal communication

Education

Bachelor’s degree in related field

Tools

Microsoft Office Suite

NASEM IT systems

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.

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 successfully in a team environment.
• Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication.
• Excellent communication skills with a proven ability to effectively interact with all levels of employees.
• Strong organizational skills and attention to detail, with the ability to manage complex calendars, meetings, travel, records, and multiple competing priorities.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with Microsoft Office and the ability to learn and use NASEM administrative and technology systems.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with colleagues across the organization, provide responsive service to internal and external contacts, and communicate administrative requirements clearly and professionally.

EDUCATION

• Bachelor’s degree in a related field or equivalent knowledge.

EXPERIENCE

• Five years of related professional administrative/office management experience.

SUPERVISION

• Reports to the Executive Director. General direction is provided; the incumbent is expected to exercise independent judgment in planning, organizing, and carrying out assigned responsibilities.

WORK ENVIRONMENT

• Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

COMPENSATION & BENEFITS

• An estimated compensation range for this position is $73,760 - $92,190. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.
• This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance.
• For more information, please click here.

Equal Opportunity Employer

It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified. Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources. The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

EQUAL OPPORTUNITY EMPLOYER

It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.

Job Family: ADMN

• Employee Type: Employee
• Scheduled Weekly Hours: 37.5
• City/State: Washington, District of Columbia

Welcome! The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering,and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.

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