Executive Assistant

4 weeks ago

Washington, Washington, D.C., United States Nana Regional Corporation Full time
Job Summary

Nana Regional Corporation is seeking an experienced Executive Assistant to support our team in the Northern Capital Region (NCR).

The successful candidate will provide administrative support to Government personnel, coordinate activities, and manage schedules. They will also be responsible for reviewing documents, managing office supplies, and coordinating special projects.

Responsibilities
  • Provide direct support to Government personnel in administrative and support services.
  • Coordinate activities with direct reports and other staff.
  • Review documents for Government executives.
  • Manage schedules, answer phones, make appointments, and conduct action items for Government personnel.
  • Greet guests.
  • Answer telephones, route calls, and take messages.
  • Schedule and monitor staff calendars.
  • Organize files and written communications.
  • Coordinate activities with direct reports and other staff.
  • Take meeting notes and prepare correspondence for signature.
  • Make travel arrangements and prepare travel vouchers.
  • Coordinate special projects such as white papers, reports, and briefings.
  • Edit and update documents such as white papers, reports, staffing/hiring, management directives, and policy.
  • Provide meeting notes/minutes, action items, and schedules of activities for Front Office personnel and groups.
  • Review and write executive correspondence and documents.
  • Pick up and deliver mail.
  • Track/manage office supplies.
  • Format documents, route, and track approvals.
  • Check, track, maintain, and distribute specified email 'in-box' for various functions, such as proposal and/or invoice submissions.
  • Other clerical/administrative tasks, as required.
  • Track Broad Agency Announcement (BAA) process, to include:
  • Daily monitoring of the BAA inbox for white paper and proposal submissions,
  • Enter BAA submissions into the ASPR Knowledgebase and onto the internal tracking spreadsheet,
  • Reference current BAAs to determine appropriate points of contact within C&G and BARDA and distribute submissions accordingly,
  • Update and maintain the internal BAA tracking spreadsheet as submissions move along through the process,
  • Answer inquiries from companies regarding the status of their submissions, and
  • Provide BAA submission updates at biweekly team meetings.

Qualifications
  • Bachelor's of Arts (BA) or Bachelor's of Science (BS) degree.
  • 4-6 years of administrative experience or 2-4 years of executive assistance experience.
  • Proficient using Microsoft Office Suite of programs including Word, Outlook, PowerPoint, and Excel.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Experience using Microsoft SharePoint.
  • Ability to work independently, self-motivated, and proactive.
  • Meet deadlines with high quality work in a fast-paced environment.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders.
  • Track record of delivering well-organized and accurate work.
  • Excellent critical thinking, written, and verbal communication skills.
  • Must be able to pass an HHS Public Trust background check.

Desired Qualifications
  • Experience using Microsoft SharePoint.

Pay Range
Benefits
Nana Regional Corporation offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k), and a range of other voluntary benefits. Vacation, holiday, and sick leave offered will be as defined under the DOL's Wage Determination.

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