Executive Assistant (onsite) - NIH

Technical Requirements:

• Provide Technical knowledge and support in developing and evaluating the fellowship program, establishing process and procedures and maintaining files.
• Prepare various packages from personnel to orientation slides, PowerPoints, PDFs, etc. to including the tracking of the various statuses.
• Produces various detailed reports for use by upper management.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
• Make recommendations to resolve problems that arise.
• Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
• Provide high-level administrative task support within the Branch.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations, or management to achieve greater economy and efficiency.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
• Schedules and maintains an accurate tracking system of all activities.
• Schedule and maintain tracking system for all activities.
• Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel, and project management.
• Expertise in maintaining an Executive's calendar, coordinating high level meetings, working with the executive to learn the executive's style and prioritization for meeting scheduling, and skills at the scheduling of meetings/events on the calendar to assist the Executives (example include taking into consideration travel times, meeting overruns, etc.). 
• Stays abreast of and implements current regulations, policies, procedures, and updates staff on relevant information.
• Research and propose new administrative procedures.
• Review and summarize the content of incoming materials, specially gathered information, or meetings.
• Coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Research and propose new administrative procedures.
• Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
• Plans and completes various special projects.
• Extract and consolidate pertinent information.
• Plan and complete various special projects.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• Provide editorial and logistical assistance to staff on managing special projects/activities.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
• Organize articles, materials, and files.
• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
• Prepare agendas, handouts and background materials.
• Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
• After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.
• Schedule, organize, and facilitate the scheduling of meetings, trainings, etc. for the Institute (examples: Institutes Orientation, IC wide trainings, Division Trainings, etc)
• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms.
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
• Establish and prioritize meetings; reschedule or refuse appointments or invitations.
• Contact participants and notify them of topics to be discussed.
• Schedule room and audio-visual reservations.
• Updates databases and spreadsheets and creates reports for management.
• Develop, maintain and update spreadsheets for personnel, budget and travel actions.
• Create summaries and reports based on information gathered.
• Develop and/or complete forms and prepare for staff’s signatures.
• Maintain email distribution lists, Institute directory, phone trees, etc.
• Update Divisions SharePoint site, pull data from various sources, collate, and summarize for Executive.
• Maintains inventory and initiates purchase requests.
• Maintain office records including office procurements and reimbursement procedures.
• Oversee inventory of office supplies.
• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.

Additional Qualifications:

• Associates degree in related field
• Ability to perform high level support for executives
• Ability to support senior level staff
• Possess advanced computer skills
• Ability to perform a variety of administrative functions
• Knowledge of NIH systems, including Concur

Benefits:

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K/Profit Sharing Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Merit Bonuses
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.