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Executive Assistant

4 months ago

Bethesda, United States GAP Solutions, Inc Full time

Position Objective: Provide services as an Executive Assistant in support of the overall functions of the Office of the Director (OD) within the National Institutes of Health (NIH). The Executive Office (EO), Office of Administrative Services (OASR) is seeking a Executive Assistant (Level 2) to support the various Offices within the Executive Office. The individual must have advanced knowledge and experience in Microsoft Outlook, the ability to manage multiple tasks simultaneously, understanding of NIH systems, and experience with scheduling/assisting senior-level personnel.

Duties and Responsibilities:

* Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
* Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
* Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
* Make recommendations to resolve problems that arise.
* Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office. Provide high-level administrative task support within the Branch.
* Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
* Administrative Duties: Gather and analyze information about processes and programs; prepare reports, letters, and research information on the web.
* S ummarize the content of incoming materials, specially gathered information, or meetings; update policies, directives, and operating procedures.
* Schedule and maintain tracking system for all activities.
* Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken. Keep government abreast of all commitments via the maintenance of daily calendar.
* Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
* Research and propose new administrative procedures.
* Review and summarize the content of incoming materials, specially gathered information, or meetings. Coordinate the new information with background office sources; draw attention to important parts or conflicts. 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.
* Timekeeping via the NIH Integrated Time and Attendance System (ITAS)
* By following all applicable policies and procedures, the senior administrative assistant will serve as a primary timekeeper for the Executive Office.
* Prepare recruitment packages/actions including preparing Pre-Recruitment and FTE worksheets, and other changes such as position changes, return to duty, separation of employees, reassignments, etc.
* Serve as AT role in NED. Initiate, modify, update, deactivate, etc. employee NED profiles.
* Complete training requests, obtain appropriate signatures (i.e. Executive or Deputy Executive Officer or Senior Program Leadership) when needed, and notify staff members when training has been approved.
* Extract and consolidate pertinent information. Plan and complete various special projects.
* Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff. Provide editorial and logistical assistance to staff on managing special projects/activities.
* 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.
* 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
* Travel - Concur Government Edition (CGE): Serve as the travel planner for the Executive Office staff. Also, serves as the travel reviewer for several OD programs supported by the Executive Office Administrative Officers.
* Provides travelers with a copy of approved travel authorization.
* Confirmation is received sufficiently ahead of time so that errors/issues may be resolved.
* Assist the OD Chief and Deputy Chief Administrative Officers with calendars and scheduling.
* Prepare plans for conferences, workshops, seminars, meetings and conference calls.
* Confirm meetings via email message with each participant with information on the date/time, location, etc.
* Greet visitors in person when needed.
* Obtain from visitors the nature of their visit.
* Meetings: prepare agendas, handouts, and background materials. Prepare and distribute meeting minutes and take meeting minutes.
* Schedule weekly meetings with the OD Chief and/or Deputy Chief Administrative Officers.
* Telephones: Serves as back up to the OD Executive Office Program Specialists in answering OASR main phoneline.
* Serve as backup to receiving incoming/outgoing mail.
* Serve as a backup to check office cluster mailbox once daily.
* All incoming and outgoing mail are logged into the Incoming/Outgoing Mail Long within the dedicated SharePoint space and include the following: date, type of document, case name/number, certified mail number/federal express number, and initials. 5
* Develop, maintain and update spreadsheets for personnel, budget and travel actions. Create summaries and reports based on information gathered.
* Develop and manage databases as needed to track protocol metadata and quality control checks.
* Develop and/or complete forms and prepare for staff's signatures.
* Records Management: Coordinate efforts to preserve and dispose of Executive Office records in accordance with NIH, HHS and NARA standards.
* 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.
* Serve as an administrative liaison between the Executive Office and outside vendors regarding quotes for supplies, etc.
* submit Bi-weekly Status Reports, summarizing all activities performed during each month. Reports required shall be submitted in electronic format. The following will be provided in the Monthly Status Reports:
* Descriptive information about the activities undertaken during the reporting period.
* Summary of work accomplished during the previous month.
* Milestones and deliverables
* Any issues or problems impacting project progress along with their ultimate resolution.


* Bi-Weekly shall provide Monthly status reports to the Project Officer by 5th day of each month. - Monthly

Basic Qualifications:

* Associate's degree in business management and administration or High School Diploma with six (6) years of related work experience is equivalent to an Associate's degree.
* Skilled in MS Office, SharePoint, Concur, WebEx, and Integrated Time and Attendance System (ITAS).
* Experienced in travel planning, data analysis, meeting minutes/summary reports, executive level support, meeting coordination, calendaring, and scheduling.

Minimum Qualifications:

* Ability to multi-task and pay close attention to detail.
* Excellent analytical, organizational and time management skills.
* Strong communication skills, both oral and written.
* 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.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.