Senior Executive Assistant

Provide services as a Senior Executive Assistant in support of the overall functions of the National Institute of General Medical Sciences (NIGMS) within the National Institutes of Health (NIH).

The purpose of this position is to provide executive administrative support services to the Director and Deputy Director of the National Institute of General Medical Sciences (NIGMS).

The role will ensure that the Director and Deputy can efficiently support NIGMS through day-to-day interaction, conference and meeting attendance, and can maintain positive working relationships across the NIH.

This position serves as the primary point of contact for both of these critical positions, and ensures responsiveness, timeliness, communication, organization, and successful day-to-day interactions on behalf of the NIGMS Director and Deputy Director.

Is this the next step in your career Find out if you are the right candidate by reading through the complete overview below.

Duties and Responsibilities :

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
• Make recommendations to resolve problems that arise.
• Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
• 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.
• Research and propose new administrative procedures.
• Review and summarize the content of incoming materials, specially gathered information, or meetings.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
• 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.
• Prepare agendas, handouts and background materials.
• Develop and / or complete forms and prepare for staff’s signatures.
• Maintain office records including office procurements and reimbursement procedures.

Basic Qualifications :

• Associate’s degree required.
• Skilled in SharePoint and MS Office.
• Experienced in social media, meeting minutes / summary reports, executive level support, meeting coordination, outreach activities, travel planning, and calendaring.
• Knowledge of the Federal Travel Regulation.

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.

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