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Executive Assistant

2 months ago

Bethesda, United States Axle Full time
Job DescriptionJob Description

(ID: 2024-6913)


Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).


Axle is seeking a Executive Assistant to join our vibrant team at the National Institutes of Health (NIH) supporting the Office of the Director (OD) located in Bethesda, MD.


Benefits We Offer:

  • 100% Medical, Dental & Vision Coverage for Employees
  • Paid Time Off and Paid Holidays
  • 401K match up to 5%
  • Educational Benefits for Career Growth
  • Employee Referral Bonus
  • Flexible Spending Accounts:
    • Healthcare (FSA)
    • Parking Reimbursement Account (PRK)
    • Dependent Care Assistant Program (DCAP)
    • Transportation Reimbursement Account (TRN)

Overall Position Summary and Objectives

The primary objective is to provide Executive level support to the ORWH Director and deliverables through performance of support services. The minimum level of education required for this position is a bachelor's degree in business administration or a similar field.


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

Work Details:

  • Provide high level executive support to up to 2-3 senior leadership team members, including the Director of ORWH. 1

  • Adhere to established ORWH protocol on scheduling, notification and preparation of background and briefing materials for all meetings. 2

  • Prepare daily briefing books as needed. That includes materials for the daily meetings, independently establish appointment priorities, or reschedule or decline appointments or invitations. 3

  • Develops detailed project plan(s) and apply project management principles to implement projects. 4

  • 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.
  • Schedules and maintains an accurate tracking system of all activities.
  • 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.
  • 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.
  • 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.
  • 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.


1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked



Minimum Education

Associate


Additional Qualifications:

Certifications & Licenses:

  • Certified Administrative Assistant

Field of Study:

  • Business Management and Administration

Software:

  • SharePoint
  • MS Office
  • Concur
  • Webex

Skills:

  • Social Media
  • Knowledge of the Federal Travel Regulation
  • Meeting Minutes/Summary Reports
  • Executive Level Support
  • Meeting Coordination
  • Travel Planning
  • Calendaring


Disclaimer: The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.


The diversity of Axle's employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.


Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com

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