Executive Assistant

LMR Technical Group (LMR) is seeking an Executive Assistant.

Location: Bethesda, MD. Teleworking eligible.

Job Description:

The Executive Assistant provides executive level support to the Office of Research on Women's Health (ORWH) Director and deliverables through performance of support services.

Duties and Responsibilities:

• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
  • Draft, review and send communications on behalf of the Director of ORWH.
  • Respond to written communications and work collaboratively with team members.
  • Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new
    information with background office sources; draw attention to important parts or conflicts.
  • Ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.
  • Answer and respond to phone calls, communicate messages information to the ORWH Director within 24 hours of receipt.
  • Maintain good communication with OD staff, Institutes, and Centers and outside constituents in order to be aware of last-minute
    changes.
  • Coordinates with and acts as back up to other program support assistants.
  • Handle sensitive and confidential information.
  • Execute other duties as assigned with professionalism.
  • Ensure strict confidentiality of calendar information.
  • Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization
    of tasks.
  • Make recommendations to resolve problems that arise.
  • Provide high level executive support to up to 2-3 senior leadership team members, including the Director of ORWH. 
• Schedules and maintains an accurate tracking system of all activities.
  • Develops detailed project plan(s) and apply project management principles to implement projects.
  • Ensure successful execution of projects and provide updates on project progress to the ORWH Director; ensure that assigned projects
    stay on task and reach their goals and objectives.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
  • Maintain files according to the ORWH internal policies and principles.
  • Adhere to established ORWH protocol on scheduling, notification and preparation of background and briefing materials for all
    meetings.
• Plans and completes various special projects.
  • Ensure that office phone trees are up-to-date and accurate and make updates to reflect arrival/departure of staff.
  • Maintain the office shared drive and common office calendars.
  • Provide parking stickers for visitors as needed and as directed.
  • Arrange office networking events and other outside functions.
  • Submit Help Desk tickets as needed to remediate IT or phone or other communications issues for senior level staff.
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
  • Prepare daily briefing books as needed. That includes materials for the daily meetings, independently establish appointment priorities,
    or reschedule or decline appointments or invitations.
  • Update and maintain the emergency contact information and staff listing as needed.
• 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.
  • Confirm meetings via email message with each participant/their assistant with information on the date/time, location, purpose of the
    meeting and a list of other participants. Send reminder notices for these meetings to participants the day prior to the meeting date.
  • Interact with patience and diplomacy at all times in the course of scheduling.
  • Generate agenda, record minutes, follow-up on action items for senior leadership meetings. Make updates to MS Teams site as directed and needed.
  • Note commitments made by executives during meetings and facilitate implementation for staff.
  • Coordinate trans-ORWH meetings as directed and needed. Serves as Liaison to ORWH or other NIH staff on various projects as
    assigned.
  • Prioritize meeting requests using judgement and critical thinking to handle scheduling for the ORWH Director
  • Maintain calendars for senior level staff members
  • Apprise the ORWH Director of upcoming events and speaking engagements.
  • Consult with ORWH senior staff to determine appropriate participants for meetings.
  • Schedule and coordinate weekly, biweekly and monthly appointments, meetings, luncheons and conference calls for assigned
    leadership team members using the preferred meeting platforms.
• Updates databases and spreadsheets and creates reports for management.
  • Develop, maintain and utilize various administrative databases, as needed
  • Set up and format spreadsheets to analyze information, as needed.
  • Create spreadsheets, word documents, slides and other documents for senior level staff.
  • Coordinate the printing and conversion of paper documents to electronic files. Maintain organization of electronic files on shared
    drives.
  • Develop and/or complete forms and prepare for staff’s signatures.
• Maintains inventory and initiates purchase requests.
  • 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.
  • Review all property assigned to senior level staff to determine that all equipment is accounted for and properly assigned.
  • Order office supplies and equipment for senior level staff.
  • Coordinate equipment maintenance and ensure that all commonly used machines are in working order and supplied with paper and
    toner.
• Deliverables
  • Work products and documents related to updating and maintaining staff calendars; co-ordinate meetings, meeting materials and parking stickers; schedule conference rooms and audiovisual equipment. - Ad-Hoc
  • Work products and documents related to reviewing and tracking property; place procurement orders; coordinate property activities; submit Help Desk tickets; coordinate building maintenance, repairs and renovations. - Ad-Hoc
  • Work products and documents related to preparing documents, including office correspondence, SOPs purchase requests and justifications; office supplies inventory and equipment. - Ad-Hoc
  • Work products and documents related to the analysis of projects and associated work assignments; project plans and milestones; project deliverables and requirements; weekly accomplishments reports; lessons learned reports. - Ad-Hoc
• Other related duties as assigned.

Basic Qualifications:

• Bachelor’s degree in business administration, business management, or a similar field.
• Current certification as a Certified Administrative Assistant.
• Previous experience providing executive level support including meeting coordination, travel planning, and calendaring.
• Experience recording meeting minutes and preparing summary reports.
• Knowledge of the Federal Travel Regulation.
• Experience using Social Media.
• Experience with SharePoint, MS Office, Concur, and WebEx software.
• Ability to lift or carry up to 25 pounds and reach above shoulder level.
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Preferred Qualifications:

• Prior experience working with the National Institute of Health (NIH).

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LMR's Benefits Plan Includes:

• Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program

About LMR:

LMR is a service-disabled veteran-owned small business that supports technology development and provides comprehensive joint warfighter training by leveraging the skills, experience, and knowledge of its personnel.  Our team consists of personnel with diverse backgrounds.

LMR is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other basis protected by applicable federal, state or local law.

LMR will not discriminate against persons because of their disability, including disabled veterans, and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities. If you are interested in applying and require special assistance or accommodations due to a disability, please contact our Human Resources department at hr@lmrtec.com.

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