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Executive Assistant

1 month ago

Rockville, United States GAP Solutions, Inc. (GAPSI) 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). An Executive Assistant for OSC's Catalytic Data Resources team (CDR) Team would provide task and information management, meeting and scheduling support. The assistant would help create and maintain systems to track Team tasks, projects, files, and other materials. The assistant would provide meeting support through scheduling, calendaring, planning topics, running virtual meeting platforms, taking notes, and disseminating meeting information. The assistant would also serve as a point of contact for CDR staffing candidates, and supporting CDR review of Other Transaction Agreement proposals. The assistant will receive on-the-job training for these duties

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. 2
  • Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
  • Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
  • Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans.
  • 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.
  • 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.
  • Support internal reviews of funding proposals: recruit reviewers; oversee conflict of interest process; serve as point of contact for reviews; send reminders of upcoming deadlines for review and COI submission; provide status updates to review officer. 4
  • Conduct computerized searches of library references, scientific publications and other databases;
  • Organize scientific articles and materials.
  • 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.
  • Chair meetings, enforce allotted time for agenda items; achieve outcome (decision/update/decision); advance to next agenda item when discussion fades or time is up
  • Prepare minutes for some meetings including a record of the outcomes for each agenda item and action item. 5
  • Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. 1
  • 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
  • Create summaries and reports based on information gathered.
  • Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
  • Develop and/or complete forms and prepare for staff's signatures.
  • maintain document sharing system (MS Teams) for a team of 5-10 staff
  • Manage directory structure of document sharing system; move inactive items to archive folders; move misplaced files to proper location. 3
  • Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.
  • Support Catalytic Data Resources team meetings through scheduling, collecting agenda items, taking notes, preparing meeting minutes, distributing minutes and action items, and, in time, chairing some meetings - Daily
  • Serve as a point of contact for CDR staffing candidates - Weekly
  • Track touchpoints of CDR reps with assigned programs - Daily
  • Manage regular meetings of CDR Assistant Director with OSC staff, team leaders, program team - Daily
  • Provide program management support of OSC-wide initiatives related to CDR reps - Bi- Weekly
  • Support CDR review of Other Transaction Agreement proposals by serving as a point-of-contact for reviewers - Monthly
  • Support CDR review of Other Transaction Agreement proposals by collecting reviews - Monthly
  • Supporting CDR review of Other Transaction Agreement proposals by aggregating review scores and comments into a single spreadsheet file - Monthly
  • Support the CDR Assistant Director through calendar management - Daily
  • Support the CDR Assistant Director through managing action items - Daily
Basic Qualifications:
  • Associate's degree in business, business management and administration, health and medical administrative services, English language and literature, human services and community organization, or a related discipline.
  • Certified Administrative Assistant (CAA) required.
  • Experience with expense reconciliation, project management/planning, timekeeping, fellowship program management, meeting minutes/summary reports, meeting coordination, outreach activities, calendaring, scheduling, organizing team logistics, and executive level support.
  • Skilled in SharePoint, MS Office, Outlook, Zoom, MS Teams, and WebEx.
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.