Hybrid Executive Assistant to the Executive Director

National Academy of Sciences; Washington (District of Columbia); Hybrid; USD 74,000 - 92,000; Full time

Job summary

The Gulf Research Program (GRP) of the National Academies of Sciences, Engineering, and Medicine seeks an Executive Assistant to provide high-level support to the Executive Director and GRP Executive Office. Responsibilities include calendar/travel management, meeting coordination, nominations review, financial processing, and IT liaison.

Hybrid work with occasional travel is required. Requirements include a Bachelor's degree and five years of related experience; strong communication,

Qualifications

• 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.
• Proficiency with Microsoft Office and the ability to learn and use NASEM administrative and technology systems.

Responsibilities

• 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.
• 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.
• 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.
• Prepares and processes travel expense reports, credit card reconciliations, invoice vouchers, and related financial paperwork.
• Supports efficient office operations by maintaining office supplies and coordinating equipment needs; coordinates software licenses for staff.
• Provides administrative support to Executive Office staff and assists with division-wide administrative activities and special projects.

Skills

Problem solving

Independent judgment

Teamwork

Communication

Organization

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office

Job description

The Gulf Research Program (GRP) of the National Academies of Sciences, Engineering, and Medicine seeks an Executive Assistant to provide high-level support to the Executive Director and GRP Executive Office. Responsibilities include calendar/travel management, meeting coordination, nominations review, financial processing, and IT liaison.

Hybrid work with occasional travel is required. Requirements include a Bachelor's degree and five years of related experience; strong communication,