Executive Assistant

Job Family:

Office Services (Digital)

Travel Required:

None

Clearance Required:

Active Public Trust

What You Will Do:
We are currently searching for an Executive Assistant. This is a high-level dual-focused position which will directly support the Executive Officer (EO) and Deputy Executive Officer (DEO) of the Institute. This individual will perform a variety of duties consistent with a Management Analyst, Event Planner, Executive Assistant, Change Management Advocate, and workforce outreach. This role will be interacting with a wide variety of Senior Leaders across NIH and will assist the EO and DEO in a wide variety of items in support of the IC and will need to frequently come on site in support of these various efforts. This is a full-time opportunity located in Bethesda, MD.

• Maintains executive(s) calendar and acts as the primary POC for executive(s).

• Attend routine staff and business meetings for awareness and to take notes for distribution.

• Mentor and coach staff, advising on overall performance and specific activities.

• Observe operations and documents standard practices and develops new standard operating procedures (SOP) and instructions.

• Facilitate business process improvement activities, to include documenting as-is processes, gathering to-be requirements and validating capture with staff.

• Analyze information requirements to develop reporting systems including the systems specifications, data gathering and analytical techniques, and systems evaluation methodology.

• Assist researching and preparing program and operational strategies and implementation plans.

• Conduct in-depth analysis of all facets of operations, document areas for improvement, research improvement methodologies and recommend course of action.

• Develop procedures and systems for establishing, operating, and assessing the effectiveness of administrative controls and systems.

• Review policy, regulatory and legal requirements for operation and document gaps and propose corrective actions.

• Conduct assessments of standard operating procedures (SOP) and prepares recommendations for improvement.

• Develop and maintain SOPs for planning meetings, events and campaigns and submit changes for approval and update as necessary.  

• Create SOPS for use in individual position as needed.

• Evaluate feedback form meetings, conferences and events and recommend changes and improvements to future events.

• Assist with Change Management within the IC.

• Review administrative audit and investigative reports to determine appropriate changes.

• Prepare detailed reports based on research and findings and present at meetings and briefings.

• Make travel arrangements including preparing itineraries, making transportation and hotel reservations.

• Prepare travel orders and expense vouchers using the NBS Travel Management System and maintain electronic files on all travel.

• Prepare invitational travel authorizations and other travel and maintain a file on travel authorizations and vouchers.

• Coordinate travel arrangements for sponsored participants.

• Draft policy statements and present to upper management as requested.

• Assist staff prepare briefing and presentation materials for presentation at meetings.

• Capture meeting minutes and prepare final documentation for distribution to participants.

• Assist staff on setting up for events and completing administrative reviews.

• Coordinate meeting planning and campaign development along with related internal communication elements with requestors and ensure completeness and accuracy of materials before distribution to participants.

• Plan and coordinate logistics (location, facility, participant lodging, equipment requirements, etc.) for major and large-scale meetings, conferences teleconferences, and workshops and other similar events in accordance with provided requirements, budgets, and schedules.

• Plan and coordinate all aspects of participation to include preparing and delivering forms, applications and presentations, and reserve lodging and transfer.

#SOAR

What You Will Need:

• Bachelor’s degree; Associate's Degree plus TWO (2) years of additional experience in lieu of a Bachelor's Degree

• A minimum of FIVE (5) years of experience in an administrative support and/or executive level support role. 

• Previous experience with project management,

• Cre