Provide services as an Executive Assistant in support of the overall functions of the National Heart Lung and Blood Institute (NHLBI) within the National Institutes of Health (NIH).

Duties and Responsibilities:

• Serve as Executive Assistant to the DERA Director.
• Design and coordinate systems for communications among administrative staff to facilitate the efficient flow of information related to respective activities. Collaborate with DERA’s Chief of Staff on communications.
• Establish and follow up on all assigned projects and correspondence to ensure that timely completion of task and or deadlines are met.
• Coordinate all calendar activities for the Division Director, monitor and support the calendars for the Division’s Deputy Director, and Branch Chiefs as directed.
• Format confidential and controlled correspondence, and maintain files in accordance with standard policies; answer various types inquiries; explain policies and procedures and arrange appointments; process routine and non-routine matters independently.
• Format manuscripts for publication in accordance to the journal guidelines and submit manuscripts.
• Prepare PowerPoint presentations.
• Communicate data call information for conferences and travel registration; register the Office of Director (OD) staff, and other Division staff, as needed, for conferences and/or training courses, including data entry in the conference approval system.
• Process travel and training requests as well as travel vouchers. This includes local, domestic, foreign, and sponsored travels for the OD staff.
• Develop and maintain a report to track documentation for travel authorizations and travel expenditures for the Division Director.
• Collaborate with the OD staff on meeting logistics and materials, meeting and teleconference arrangements and support including scheduling, polling meeting participants, creating meeting agendas, room reservations, audiovisual equipment and distribution of meeting materials.
• Work with the OD staff in preparing for scientific conferences, workshops, working groups, program site visits, review and advisory group meetings.
• Receive and screen phone calls and route to the appropriate staff as necessary. Notate and deliver complete and accurate messages.
• Initiate and respond to email, telephone, and letter inquiries and provide requested materials.
• Receive and escort visitors of the OD to their destination.
• Order, receive, distribute and maintain supplies.
• Maintain office equipment (printers and copy machines) and arrange for repairs as necessary.
• Work products and documents related to setting up and formatting spreadsheets; prepare documents; gather and analyze information; coordinate the printing and conversion of paper documents.

• Work products and documents related to developing, maintaining and utilizing administrative databases; compile data; create and maintain PowerPoint presentations; format and submit summaries for yearly grant reviews.
• Work products and documents related to reviewing annual grant progress reports and new grants; assess adequacy of data and safety monitoring plans; identify foreign components in grants; determine if publications conform to NIH open access policy.
• Work products and documents related to updating and maintaining calendars; co-ordinate meetings, workshops and courses; schedule conference rooms; maintain office records; track, record and direct manuscripts to reviewers; maintain branch filing systems.
• Work products and documents related to noting commitments and arranging for staff implementation; establish appointment priorities; read outgoing correspondence; make recommendations to resolve problems that arise.
• Work products and documents related to addressing requests for action or information; summarize incoming materials; coordinate new information; compose correspondence.

Basic Qualifications:

• A college degree or a high school diploma and four (4) year related work experience.

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
• Ability to support senior level staff.
• Ability to perform complex administrative tasks.
• Ability to perform a variety of administrative functions.
• Expertise in Microsoft 365 (MS Word, Excel, Power Point, Outlook).
• Preferred experience with NIH travel system.

• 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.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.