Senior Administrative & Events Specialist

The National Academies of Sciences, Engineering, and Medicine; Washington (District of Columbia); Hybrid; USD 33,000 - 41,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement benefits

Paid holidays

Paid personal leave

Transportation subsidies

Education assistance

Job summary

The National Academies of Sciences, Engineering, and Medicine in Washington, DC seeks an Administrative Assistant within the Biomedical and Health Sciences Program. The role supports clerical tasks, meeting coordination (virtual and in-person), and preparation of briefing books and travel expense processing in line with policies.

Under minimal supervision, you will manage calendars, draft routine correspondence, maintain databases, and support committee activities; travel and event logistics are

Qualifications

• Proficiency in Microsoft Office Suite.
• Ability to plan and support extensive meeting activities.
• Ability to solve problems with supervisory consultation or by following procedures.
• Ability to prioritize work and the flexibility to change directions as the job dictates.
• 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.
• Good communication and interpersonal skills with a proven ability to effectively interact with all levels of employees.

Responsibilities

• Administrative: Performs routine and complex clerical and administrative tasks including detailed scheduling activities, writing and editing correspondence, compiling and coordinating mailings, taking meeting notes, and facilitating follow-up actions.
• Event Planning and Management: Coordinates and executes logistical arrangements for internal and external meetings and workshops in both virtual and in-person settings. For in-person meetings, coordinates travel and lodging arrangements, selects menus and arranges catering, arranges for support services (e.g. AV), and registers attendees. For virtual meetings, organizes and sets up virtual meeting platform (e.g. Zoom) according to the needs of the meeting, and coordinates with participants.
• Communication, Dissemination, and Information Management: Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists, and coordinates website updates.
• Publications: May assist with formatting, editing, and proofreading publications, as well as coordinating with printers/publishers to have materials printed.
• Research Support: May perform basic research activities, including gathering citations and performing literature searches for staff and committee members.

Skills

Microsoft Office Suite

Meeting planning

Communication skills

Team collaboration

Relationship building

Education

High School Diploma/GED

Four years related experience

Job description

The National Academies of Sciences, Engineering, and Medicine in Washington, DC seeks an Administrative Assistant within the Biomedical and Health Sciences Program. The role supports clerical tasks, meeting coordination (virtual and in-person), and preparation of briefing books and travel expense processing in line with policies.

Under minimal supervision, you will manage calendars, draft routine correspondence, maintain databases, and support committee activities; travel and event logistics are