Administrative Executive Coordinator

2 weeks ago

Rockville, Maryland, United States GAP Solutions, Inc. (GAPSI) Full time
Position Objective: Serve as an Administrative Executive Coordinator to enhance the operational efficiency of the Office of the Director (OD) at GAP Solutions, Inc. (GAPSI). This role involves providing comprehensive task and information management, alongside scheduling and meeting support for the Catalytic Data Resources (CDR) team. The coordinator will assist in establishing and maintaining systems to monitor team tasks, projects, and documentation. Responsibilities include facilitating meetings through effective scheduling, planning, and documentation, while also acting as a liaison for staffing candidates and supporting the review of proposals. On-the-job training will be provided for these responsibilities.

Duties and Responsibilities:
  • Oversee daily office operations, addressing issues and prioritizing tasks effectively.
  • Develop and implement communication systems among team members to ensure smooth information flow regarding projects and activities.
  • Collect and analyze data related to processes and programs; prepare reports, correspondence, and other documentation for review.
  • Offer solutions to resolve emerging challenges.
  • Provide high-level administrative support to enhance the overall functionality of the office.
  • Engage in developmental activities aimed at analyzing internal operations to promote efficiency.
  • Compile and evaluate data for performance management; implement strategies for continuous improvement.
  • Assist in the formulation of short-term and long-term strategic plans for the organization.
  • Maintain a tracking system for all activities and coordinate inter-office communications.
  • Keep management informed of commitments through diligent calendar maintenance.
  • Manage databases for tracking and reporting all professional activities, travel, and project management.
  • Research and suggest new administrative procedures.
  • Summarize incoming materials and relevant information for review.
  • Stay updated on current regulations and policies; inform staff accordingly.
  • Ensure compliance with program policies; identify strategies for maintaining adherence.
  • Review documentation for compliance; collect data for analysis.
  • Facilitate internal reviews of proposals; manage reviewer recruitment and oversee conflict of interest processes.
  • Conduct searches of scientific literature and organize relevant materials.
  • Manage various special projects and provide progress reports.
  • Offer editorial and logistical support for project management.
  • Research requested information and maintain project status updates.
  • Independently handle special projects and operational issues.
  • Conduct meetings, ensuring effective time management and outcomes.
  • Prepare minutes and action items from meetings.
  • Coordinate meetings, calls, and workshops; manage room and equipment reservations.
  • Update shared calendars and prioritize appointments.
  • Communicate agenda items to participants and prepare necessary materials.
  • Collaborate with administrative staff to ensure timely processing of purchase requests.
  • Support CDR team meetings through scheduling and documentation.
  • Track interactions of CDR representatives with assigned programs.
  • Assist the CDR Assistant Director with calendar and action item management.
Basic Qualifications:
  • Associate's degree in a relevant field such as business administration or management.
  • Certification as an Administrative Assistant (CAA) is required.
  • Experience in project management, meeting coordination, and executive support is essential.
  • Proficiency in SharePoint, MS Office, Outlook, Zoom, MS Teams, and WebEx is necessary.
Minimum Qualifications:
  • Strong multitasking abilities with keen attention to detail.
  • Excellent organizational and time management skills.
  • Effective communication skills, both verbal and written.
Note: This job description is intended to outline the essential functions and responsibilities of the position. Reasonable accommodations may be made for individuals with disabilities to perform the essential duties.

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