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Executive Assistant

  • Location: Bethesda, MoCo, Maryland
  • Salary: 23.55-34 per hour
  • Job Type:Contract

Posted 5 days ago

  • Sector: Government
  • Start Date: 2022-05-11
  • Job Ref: 22-09911
Overall Position Summary and Objectives The purpose of this position is to provide direct administrative support to the Clinical Director in the Division of Intramural Research at the National Center for Complementary and Integrative Health.

Minimum Education
  • Associate's

Skills
  1. Expense reconciliation, project management/planning, timekeeping, fellowship program management
  2. Meeting minutes/summary reports
  3. Executive level support
  4. Meeting coordination
  5. Travel planning
  6. Calendaring
  7. Scheduling
Software
  • SharePoint
  • MS Office
  • Concur
  • WebEx
  • ITAS
  • NED
Field of Study
  • Liberal Arts
DELIVERABLES
  • Attend all administrative and operational meetings within the Division of Intramural Research/NCCIH.
  • Attend and complete all required trainings for Division of Intramural Research/NCCIH staff. Attend all meetings and take notes/minutes as the Executive Secretary of the Clinical Director. -
  • Meet with the NCCIH Clinical Director on a regular and consistent basis as determined by the Clinical Director.

STATEMENT OF WORK DETAILS
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.
  • Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
  • Provide high-level administrative task support within the Branch.
Schedules and maintains an accurate tracking system of all activities.
  • Schedule and maintain tracking system for all activities.
  • Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel and project management.
Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
  • Review and summarize the content of incoming materials, specially gathered information, or meetings.
  • 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.
  • 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.

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.
  • 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 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.).
  • After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes
  • Coordinates and prepares all travel arrangements for the Clinical Director
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.
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.