Executive Administrative Assistant
2 weeks ago
**About Us**:
Living Invigorating Valuable Experiences (LIVE, LLC), an SBA 8(a), Woman-Owned Small Business (WOSB), performance driven professional services government contracting company that provides a broad spectrum of services and solutions to various U.S government agencies and organizations.
**About the position**:
LIVE is seeking highly qualified **Executive Administrative Assistants **to provide exceptional administrative support for The National Center for Science and Engineering Statistics (NCSES) team, within the United States National Science Foundation (U.S. NSF) in **Washington, DC**.
Each role will provide administrative support and analytical support for a discrete set of activities outlined in the following section for the NCSES Director, Deputy Director, and Chief Statistician.
**Duties and Responsibilities**:
- **NCSES Director Calendar management**_
- Manage out of office events in NCSES Director’s calendar.
- Meeting free days
- Annual Leave
- Conferences and other engagements.
- Proactively resolve meeting conflicts for a 4-week period on a weekly basis (meaning once a week, that week and the next 3 weeks are analyzed for conflicts and conflicts are proactively deconflicted through communication with the meeting organizer and, if needed, the executive program director).
- Schedule meetings per the executive’s request.
- Input all executive leave on the Director’s calendar.
- Respond to meeting requests as forwarded by the executive. These should be responded to within 24 hours with at the least an acknowledgement to the requestor that the request is being worked on. Suggested dates to the requestor should be sent within 2 business days.
The following parameters shall be used when scheduling meetings:
- In-person meetings must be scheduled on the executive or program director ’s confirmed in office days, a zoom link should be provided as back-up in case someone is not in office that day.
- Meetings should be spaced to allow for travel time between in person meetings and bio breaks between both in person and virtual meetings.
- Meetings on similar topics should be scheduled together to the extent possible; for example, NSDS meetings.
- Zoom-only meetings (Director walkthroughs, etc.) should be scheduled on executive or program director ’s telework days, to the extent possible.
- Avoid scheduling ad hoc meetings on the day before and after a holiday or holiday weekend. Afternoons before holidays should be cleared to the extent possible.
- Every day ensure that all the meetings that day and the next day have agendas. Contact meeting organizers for agendas if missing. If an agenda is not received the day of the meeting, cancel the meeting, except meetings noted as an agenda-exception from the weekly calendar review or a blanket exception.
- Meet with the executive every Monday (or Tuesday if Monday is a meeting free day) to review the schedule.
- Calendar summaries and Backgrounders should be sent to the NCSES Director by Wednesday of the current week for the following week. The calendar summaries must contain the following:
- PDF of the next week’s schedule suitable for printing
- Summary of other executive’s and OD staff’s out of office for that week
- Backgrounders on each meeting that is not a one-on-one with staff. Backgrounders must include at the least:
- Who is included in the meeting and 1-2 sentences about who they are. The first sentence should state who the person is. The second sentence should detail their role in the meeting if this information is known. Typically, this information is obtained from the meeting organizer.
- Summary of any materials provided in advance of the meeting.
- Items required for the meeting.
- Talking points for executive if requested.
- Backgrounds and calendars summaries must be updated throughout the week to reflect last-minute changes.
- Annually, both senior executive service and general workforce performance plan and performance review schedules must be created in conjunction with the executive to identify key milestones dates to meet the NSF deadlines. These milestone dates must be inputted into the calendar.
- Input conferences dates into the calendar as soon as they are available. Input key milestone dates to enable on-time submission of registration, abstracts, travel, and other items as needed.
- Input as soon as they are known all SBE Advisory Committee Meetings and National Science Board Meetings and cancel all other meetings on those days as soon as known.
- **Office of the Director presentation management**_
- Create within 30 business days of start and keep current weekly after that a presentation calendar of all presentation engagements.
- Track and assist in responding to presentation requests. This includes a suggestion of who can give the presentation beside the requested executive.
- Collect and maintain a presentation repository for Office of the Director staff (OD) This repository must go back 5 year
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