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Softtek Government Solutions · 3 months ago

Executive Support Specialist

Vienna, VA

Full-time

Onsite

Senior Level, Lead/Staff

10+ years exp

Aveshka Inc is seeking an Executive Support Specialist to support the HHS program focused on Medical Countermeasures. The role involves managing office operations, providing direct support to senior leadership, and ensuring operational efficiency while coordinating meetings and task management.

Responsibilities

Play a critical role in managing in-person office operations and providing direct support to senior leadership at the Biomedical Advanced Research and Development Authority (BARDA). This position will directly support the BARDA Director, the Medical Countermeasures Program (MCMP) Director, and the Medical Countermeasure Support Services (MCMPSS) Director in facilitating on-site office efforts, ensuring operational efficiency, and maintaining seamless coordination of meetings, schedules, and task management

Ensure seamless hybrid and in-person meetings by reserving conference rooms, coordinating with IT teams for technical setup, and troubleshooting issues before meetings begin

Attend meetings, take accurate notes, and document key discussions

Compile and track meeting deliverables, action items, and required responses

Prepare read-ahead materials, talking points, and logistics for off-site meetings

Listen actively in meetings to discern critical details, ensuring appropriate documentation while maintaining confidentiality

Send out requests for information, track responses, and compile/summarize submissions

Maintain oversight of daily assignments for one or more senior leaders, ensuring completion through daily check-in meetings

Route documents for approval, compile reviewer comments, and ensure completion within deadlines

Collaborate with the Chief of Staff and Special Assistants to organize the MCMP SharePoint site

Upload, name, and categorize documents for easy retrieval and reference

Monitor and adjust schedules in real-time to accommodate shifting priorities

Deconflict overlapping meetings and promptly notify leaders of schedule changes

Send out meeting invitations on behalf of senior leadership

Effectively manage multiple tasks, ensuring timely and high-quality completion of competing priorities

Adjust to evolving priorities and deadlines while maintaining accuracy and efficiency

Perform basic edits and revisions in Microsoft applications based on provided comments

Utilize SharePoint or similar platforms for document management and collaboration

Qualification

Executive support experienceMicrosoft Office SuiteSharePoint proficiencyOrganizational skillsCommunication skillsAnalytical thinkingTask delegationStrategic planningTime managementSelf-motivationAttention to detail

Required

Ten (10) years of relevant experience in the role of supporting senior level officials (Senior Executives, Directors, etc.)

Bachelor's degree desired and a general understanding of scientific terminology to assist in routing appropriately

Experience supporting in senior level government or healthcare-related environment(s)

Proven experience managing an in-person office environment or providing direct support to senior leadership. A self-starter with the ability to critically assess operational needs and recommend appropriate project management methodologies and practices

Strong organizational skills, including time management, goal setting, task delegation, performance under pressure, self-motivation, analytical thinking, and exceptional attention to detail with the ability to track tasks to completion and manage multiple tasks simultaneously

Proficiency in both written and oral communication with the ability to effectively convey complex information across various audiences

Ability to work independently while maintaining close coordination with leadership and support teams

Strategic planning to support informed decision-making. Proven ability to facilitate collaboration across multiple workstreams, as well as interagency coordination

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint

Ability to obtain and maintain a NACI Background Check