Axle is seeking a Executive Assistant To Echo Director to join our vibrant team at the National Institutes of Health (NIH) supporting the Office of the Director (OD) located in North Bethesda, MD.

Overall Position Summary and Objectives: The purpose of the position is to provide direct executive level support to the ECHO Director.

Deliverables:

• Perform direct executive office support for the ECHO Director.
• Manage calendar appointments and evaluate email and correspondence to determine and prioritize action items and coordinate responses within established deadlines.
• Coordinate ECHO Director travel arrangements, prepare routine travel reservations, authorizations and vouchers using an automated travel system.
• Prepare for and coordinate events and meetings.
• Develop and maintain a system to generate reminders for completion deadlines.
• Resolve complex administrative problems by scheduling and when necessary, rescheduling planned meetings, identifying appropriate contacts, administering databases and files, and finding new information sources.
• Review and verify timecards using an automated timekeeping system and prepare corrections. Prepare purchase requisitions into the automated system, ensuring accurate accounting and routing information. - Daily

Work Details:

• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items. 1
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. 2
• Develop and/or complete forms and prepare for staff’s signatures. 3
• Create summaries and reports based on information gathered. 4
• Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations. 5
• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• 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.
• Provide high-level administrative task support within the Branch.
• Schedules and maintains an accurate tracking system of all activities.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
• Review and summarize the content of incoming materials, specially gathered information, or meetings.
• Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
• Plans and completes various special projects.
• Extract and consolidate pertinent information.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms.
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
• Contact participants and notify them of topics to be discussed.
• Prepare agendas, handouts and background materials.
• Updates databases and spreadsheets and creates reports for management.
• Maintains inventory and initiates purchase requests.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Associate

Additional Qualifications:

Certifications & Licenses

• Certified Administrative Assistant

Field of Study

• Business Management and Administration

Software

• SharePoint
• MS Office
• Concur
• WebEx
• ITAS

Skills

• Executive level support
• Meeting coordination
• Travel planning
• Calendaring
• Scheduling

Apply now!