Executive Assistant

Job Description
Join the HJF Team
The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is seeking a highly organized and proactive
Executive Assistant
to provide comprehensive administrative and operational support to the
Executive Director and Principal Deputy Director of the National Institute for Defense Health Cooperation (NIDHC)
at the Uniformed Services University (USU). The Executive Assistant will serve as a critical point of coordination for all activities of the Director's Office, ensuring seamless communication, effective prioritization, and the efficient execution of high-level administrative functions. This role requires exceptional professionalism, strong judgment, and the ability to manage competing priorities in a fast-paced, mission-driven environment. The ideal candidate will demonstrate initiative, discretion, and a commitment to excellence.

This position will be in support of the Uniformed Services University of the Health Sciences (USU) National Institute for Defense Health Cooperation (NIDHC). The mission of NIDHC is to support military and civilian health operational readiness in crisis and conflict. NIDHC is a unique organization that acts as a central source of coordination and support of health operational readiness for the U.S. Department of Defense (DoD) and coordinates and collaborates among six U.S. Departments: DoD, Homeland Security, Health and Human Services, Veterans Administration, State, and Transportation.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

Responsibilities
RESPONSIBILITIES

• Manage and maintain the Executive Director and Principal Deputy Director's complex calendars, scheduling meetings, appointments, and briefings with awareness of priorities, sensitivities, and time constraints.
• Coordinate logistics for internal and external meetings, conferences, and engagements, including material preparation, travel arrangements, and follow-up actions.
• Serve as the primary point of contact for the Director's Office, handling inquiries with professionalism, confidentiality, and sound judgment.
• Draft, review, and edit correspondence, briefings, meeting minutes, agendas, and other official documents for clarity, accuracy, and tone.
• Monitor and manage incoming requests, correspondence, and communications to ensure timely responses and appropriate routing.
• Maintain organized and efficient electronic filing systems for program documentation, correspondence, and reference materials.
• Support Director Office's engagement with senior leaders across Federal agencies, academia, and partner organizations by preparing background materials and follow-up summaries.
• Exercise discretion in managing sensitive and confidential information.
• Represent the Directors' Office with professionalism, tact, and efficiency when liaising with senior stakeholders, faculty, and external partners.
• Perform additional duties as assigned, including participation in required trainings and special projects.

Qualifications
Education and Experience

• Associates Degree.
• Minimum of 9-10 years experience is required.

Required Knowledge, Skills And Abilities

• Exceptional organizational skills with the ability to manage multiple priorities and deadlines in a dynamic environment.
• Strong written and verbal communication skills with the ability to prepare polished correspondence and professional materials.
• High attention to detail, accuracy, and follow-through.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Strong interpersonal skills with the ability to interact effectively with senior officials, executives, and diverse stakeholders.
• Proficiency in Microsoft Office Suite and Google Suite.
• Proven ability to anticipate needs, take initiative, and work independently while contributing to a team-oriented environment.
• Ability to obtain and maintain a T1/Public Trust clearance.

Preferred Qualifications

• Experience supporting senior executives or leadership within a Federal, academic, or research organization.
• Familiarity with government or defense environments and associated protocols.
• Bachelor's degree or equivalent experience in business administration, communications, or a related field.

Physical Capabilities

• Ability to stand or sit at a computer for prolonged periods

Work Environment

• This position will take place primarily in an office setting.

Compensation

• The annual salary range for this position is $64,200-$100,000. Actual salary will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals With Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.