Executive Assistant

Job Family:

Administrative Services (Digital)

Travel Required:

None

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:

We are currently searching for an Executive Assistant to provide administrative support for the Surgeon-in-Chief at the Clinical Center, NIH. This is a full-time on-site position supporting the NIH office in Bethesda, MD. 

• Provide high-level administrative task support within the Branch. 

• ​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. 

• ​Create summaries and reports based on information gathered. 

• ​Schedule and maintain tracking system for all 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. 

• ​Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes. 

• 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. 

• ​Research and propose new administrative procedures. 

• ​Stay abreast of and implement 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. 

• ​Conduct computerized searches of library references, scientific publications, and other databases. 

• ​Extract and consolidate pertinent information. 

• ​Organize scientific articles and materials. 

• ​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; 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. 

• ​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. 

• ​Contact participants and notify them of topics to be discussed. 

• ​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.). 

• ​Review the folder/notes for items requiring follow-up action; summarize and distribute minutes after meetings.  

• Develop, maintain, and update spreadsheets for personnel, budget, and travel actions. 

• Develop budget proposals, monitor expenditures. 

• ​Develop and manage databases as needed to track protocol metadata and quality control checks. 

• ​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. 

• ​Maintain office records including offi