Executive Support Specialist

3 weeks ago

Clinton, Maryland, United States NRI Full time
Job Summary

We are seeking a highly organized and detail-oriented Executive Support Specialist to provide comprehensive administrative support to ensure the smooth operation of our office. This role is responsible for assisting with procurement, documentation, policy development, report preparation, scheduling, and maintaining office procedures.

Key Responsibilities:
  • Procurement Support: Assist the Administrative Officer (AO) in preparing procurement requests, training, travel orders, vouchers, and other required forms.
  • Office Supply Management: Requisition office supplies, equipment, and publications, and reconcile purchase orders.
  • Reporting and Correspondence: Review reports, correspondence, and program analysis documents for accuracy, format, and required content. Explain reporting procedures and requirements to office staff.
  • Policy Development: Develop and revise administrative policies and procedures, independently or as part of a team, to enhance operational efficiency.
  • Report Preparation: Prepare and distribute reports on program goals, budgets, staff levels, and performance metrics for review and comment.
  • Document Preparation: Use computer software to prepare office correspondence, charts, graphs, PowerPoint presentations, and other related documents.
  • Data Management: Control and maintain data in various management systems, such as forms, records, mail, and publications management systems.
  • Information Response: Respond to requests for information related to office functions and services, coordinating responses to administrative issues.
  • Calculation and Reporting: Verify and prepare routine calculations (e.g., cost estimates, staff hours, production rates) and create charts, graphs, and narrative reports based on provided materials.
  • Meeting Coordination: Coordinate meetings, reserve meeting rooms, notify participants, and prepare minutes of meetings.
  • Calendar Management: Manage the Office Director's calendar, schedule appointments, and ensure meetings are properly organized.
  • Correspondence and Records: Review incoming correspondence, publications, and directives, taking appropriate action as needed. Follow up to ensure necessary actions are taken.
  • Record Maintenance: Maintain control records for incoming correspondence and action documents. Ensure timely processing and follow up on outstanding items.
  • Reporting and Correspondence: Prepare administrative reports and correspondence based on the supervisor's guidelines, ensuring compliance with regulations and policies.
  • Document Review: Review documents requiring coordination for format, accuracy, and compliance with established organizational policies and grammar standards.
  • Additional Tasks: Perform additional tasks or special assignments as required, particularly in response to emergency operations or other duties outside the scope of the role.
Salary Information

The estimated salary range for this position is $65,000 - $85,000 per year, depending on experience and qualifications.

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