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Company

Original Job Post

Guidehouse · 2 days ago

Executive Assistant

Bethesda, MD

Full-time

Onsite

Senior Level

3+ years exp

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Responsibilities

Manages NICHD Executive’s Calendar and in charge of scheduling the calendar and keeping the executive updated on meetings.

Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.

Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms.

Schedule and maintain tracking system for all activities.

Create summaries and reports based on information gathered.

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.

Manages key requests for staff, property, timekeeping, Leave Calendar for Office of the Director (OD).

Provide administrative support during meetings, including arranging for audiovisual displays, taking meeting minutes, and following up with summary minutes.

Manage and prepare responses to a wide variety of internal and external correspondence.

Create, format, and edit spreadsheets, presentations, and charts.

Assist with performing searches of electronic and hardcopy files and databases for records, supportive data, and historical documents.

Analyzes organizational priorities and provides a wide range of liaison services to support program.

Defines goals to be met on major program issues, recommends a course of action, and implements the course of action chosen.

Utilizes a high degree of qualitative and quantitative analytical skills in analyzing, evaluating, and improving the effectiveness of program operations.

Independently researches and/or analyzes complex program issues, reviews, and develops recommendations.

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.

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.

Stay abreast of and implements current regulations, policies and procedures, update staff on relevant information.

Organize scientific articles and materials.

Plan and complete various special projects.

Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff

Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.

Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.

Establish and prioritize meetings appointment priorities or reschedule or refuse appointments or invitations.

Schedule room and audio-visual reservations.

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.

Manages parking stickers for Office of Clinical Director (OCD) and OCD visitors.

Update and maintain the Program and Employee Services (PES) personnel list and phone directories.

Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.

Develop and/or complete forms and prepare for staff’s signatures.

Analyze and evaluate, on a quantitative or qualitative basis, the effectiveness of programs or operations in meeting established goals and objectives; and analyze and integrate program financial, technical, and other information.

Analyze organizational priorities and provide a wide range of liaison services to support program and/or administrative function, including the development and implementation of policies and procedures.

Maintain office records including office procurements and reimbursement procedures.

Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.

Qualification

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Meeting minutesExecutive supportCalendaringSchedulingSharePointMicrosoft OfficeOutlookCommunicationInterpersonalConcurITASOrganizational Skills

Required

Master’s degree OR Bachelor’s degree PLUS additional TWO (2) years of experience OR Associate’s degree PLUS additional FOUR (4) years of experience is equivalent to a Master’s degree.

A minimum of THREE (3) years of experience in an administrative support role.

Experience in meeting minutes/summary reports

Previous experience in providing executive level support.

Great communication skills and inter-personal skills.

Experience in managing meeting coordination, calendaring, and scheduling.

Proficiency in SharePoint, Microsoft Office, and/or Outlook.