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Executive Assistant(Analyst)

1 month ago

Bethesda MD United States Global Solutions Network, Inc. Full time

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

If interested, please provide an up-to-date resume.

Technical Requirements:

Administrative Duties:

  1. Make travel arrangements including preparing itineraries, making transportation and hotel reservations.
  2. Prepare travel orders and expense vouchers using the NBS Travel Management System and maintain electronic files on all travel.
  3. Prepare invitational travel authorizations and other travel and maintain a file on travel authorizations and vouchers.
  4. Coordinate travel arrangements for sponsored participants.
  5. Assist with the preparation submission, and tracking of foreign participating visa applications monitor NIMHDJOBs inbox and triages emails in accordance with internal practices.
  6. Analyze data gathered and develop solutions or alternative methods of proceeding.
  7. Prepare reports and presentations for meetings.
  8. Attend routine staff and business meetings for awareness and to take notes for distribution.
  9. Assist staff prepare briefing and presentation materials for presentation at meetings.
  10. Capture meeting minutes and prepare final documentation for distribution to participants.
  11. Prepares reports in the areas of budget, procurement, HR, travel, etc.
  12. Schedule meeting planning and coordination, site inspection, budget reviews, etc. activities and maintain calendars for appointments and schedules.
  13. Serve as a point of contact for customers, vendors, and partners concerning meeting specifications, requirements, preferences, registration, confirmations, cancellations, schedules, and cost summaries.
  14. Prepare project plans for each meeting, conference or event, including schedules, communication and promotion requirements, participants, supporting resources, and all associated tasks.
  15. Assist with writing, design and printing, packets, and other meeting presentations.
  16. Assist Executive with facilitating meetings. This may involve taking attendance, monitoring chat, running presentation slides, etc.
  17. Compile handouts and disseminate promotional materials (e.g., flyers, emails, posters), invitations, tent cards, and name badges.
  18. Coordinate RSVPs and the staff welcome booth or table.
  19. Attend all planned events to provide trouble shooting and routing support, to include coordinating spot maintenance and technical support.
  20. Collaborate with staff on meetings to include registration information, agendas, handouts, room assignments, and audio-visual needs.
  21. Manage name tags, signage, graphics, and proceedings production coordination.
  22. Ensure Purchased requests related to event are detailed, routed, and authorized according to current policies and procedures and produced according to required timeframes.
  23. 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.
  24. Plan and coordinate all aspects of participation to include preparing and delivering forms, applications and presentations, and reserve lodging and transfer.
  25. Conduct site visits and inspections, review cost assessments, and provide summaries and reports to requesters for final decision making and funding.
  26. Track all meeting costs from start to completion in event database, reconcile with budgets, and provide standardized reporting to requesters, financial and contracting personnel and management.
  27. 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.
  28. Prepare detailed and summary report and logs of all tasks following meetings to government official track event compliance.
  29. Maintains executive(s) calendar and acts as the primary POC for executive(s).
  30. Assist staff on setting up for events and completing administrative reviews requirements, throughout the planning, execution, and after action for each event.

Management Duties:

  1. Prepares a variety of management and administrative studies to analyze and evaluate internal procedures, policies, processes and systems for the purpose of improving efficiency.
  2. Provides analysis and advisory services regarding management functions.
  3. Analyze information requirements to develop reporting systems including the systems specifications, data gathering and analytical techniques, and systems evaluation methodology.
  4. Prepare business process reviews, studies and reports on efficiency.
  5. Facilitate business process improvement activities, to include documenting as-is processes, gathering to-be requirements and validating capture with staff.
  6. Assist researching and preparing program and operational strategies and implementation plans.
  7. Conduct in-depth analysis of all facets of operations, document areas for improvement, research improvement methodologies and recommend course of action.
  8. Research new trends and industry best practices in event management and recommend changes or improvements to SOPs, event schedules, etc.
  9. Develop procedures and systems for establishing, operating, and assessing the effectiveness of administrative controls and systems.
  10. Observe operations and documents standard practices and develop new standard operating procedures (SOP) and instructions.
  11. Review policy, regulatory and legal requirements for operation and document gaps and propose corrective actions.
  12. Reviews and comments on new or proposed changes to existing policies, procedures or systems.
  13. Evaluate operations against standard operating procedures (SOP) and document gaps or inconsistencies in performance.
  14. Develop and maintain SOPs for planning meetings, events and campaigns and submit changes for approval and update as necessary.
  15. Create SOPs for use in individual positions as needed.
  16. Develop methodologies to implement effective change management related to updates or changes to SOPs.
  17. Assess prior year event plans, budgets, and results to identify trends and report results to management.
  18. Evaluate feedback from meetings, conferences and events and recommend changes and improvements to future events.
  19. Assist with Change Management within the IC.
  20. Review administrative audit and investigative reports to determine appropriate changes.
  21. Review staffing data for gaps in knowledge, skills and abilities necessary to conduct operations.
  22. Review operational and program plans to identify necessary resources and propose actions to address gaps.
  23. Prepare detailed reports based on research and findings and present at meetings and briefings.
  24. Assist with the resolution of Undelivered Orders (UDOs).
  25. Reviews policy and regulation that governs the activities performed in the program.
  26. Research and review institutional policies applicable to operations.
  27. Review business, operations and program plans for consistency and compliance with institutional and governmental policies.
  28. Draft policy statements and present to upper management as requested.
  29. Draft policy documentation for review by upper management.
  30. Draft reports for review and discussion at working groups and meetings.
  31. Present information and status updates on projects and studies ongoing within the organization.
  32. Researches and suggests developing areas of management policy.
  33. Conduct formal evaluations for operations and performance and prepare reports and dashboards.
  34. Assess organization and design performance measurement and evaluation tools and tactics to document and track performance over time.
  35. Measure operational and program performance against government performance requirements and develop reports and present findings to upper management.
  36. Documents performance shortfalls and recommends corrective actions.
  37. Assists operational and program staff identify, capture and evaluate unique performance criteria.
  38. Performs in-depth analysis and statistical comparison of organizational data and information.
  39. Using available software and applications, such as SPSS, R, etc. conduct statistical analysis of financial, performance and workforce data.
  40. With assistance from data analysts, write queries and packages to conduct deep analysis of business data and prepare advanced reports and technical findings documentation.
  41. Use variety of database and data repository software and applications available to search, retrieve and export business and performance data.
  42. Conduct in-depth comparative analysis of organization against federal agencies and similar industry organizations to baseline performance and efficiency.
  43. Use variety of artificial intelligence tools and assists to design and perform machine learning and deep analytic functions.
  44. Assist financial managers prepare annual appropriated budget requests.
  45. Write narrative justifications for annual budget requests based on financial manager inputs and requirements.
  46. Research and recommend actions and inclusions to ensure compliance with annual budget request regulations and laws.
  47. Assist program managers prepare annual budgets based on historical and estimated future spending.
  48. Conduct workforce studies and provide in-depth analysis and reporting.
  49. Perform job task analysis documenting inventory of billets, knowledge, skills and abilities or the workforce and analyzing gaps.
  50. Draft recruitment announcements for distribution or publication.
  51. Mentor and train junior management analysts.
  52. Coordinate with other senior management analysts to review and standardize practices and procedures to ensure consistency of quality and outcomes.
  53. Develop and conduct routine workshops for operational and program staff on management best practices and tactics.
  54. Monitor trends and research by management associations and academic institutions and develop job aids, instruction and other materials to support all of OAM.
  55. Develop and deliver formal training.
  56. Mentor and coach staff, advising on overall performance and specific activities.

Qualifications:

  1. Bachelor's Degree in a related field
  2. Certified Administrative Professional
  3. SharePoint

Benefits:

  • Paid Time Off and Paid Holidays
  • 401K/Profit Sharing Plan
  • Flexible Spending Accounts (Healthcare & Dependent Care)
  • Pretax Parking & Transportation Plan
  • Short-Term & Long-Term Disability Insurance
  • Life & AD&D Insurance
  • Professional Development/Education
  • Employee Discount Program
  • Employee Assistance Program
  • Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.

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