Technical Requirements:

• Coordinating executive-level travel arrangements, including preparing travel orders and vouchers.
• Support procurement, contracting work and provides general administrative support. 
• Assist in the coordination, program planning, scheduling of meeting and activities for the IMOD.

• Work with the Office of Research Facilities and/or Office of Research Services and others in the Office of the Director and NIH to coordinate any building maintenance, repairs, or renovations.
• Serves as back up for the office to reserve Building and NIH conference rooms, as requested.
• Provide parking stickers for visitors as needed; track parking sticker use and reorder within the parameters decided by the IC.
• Submit Help Desk tickets to remediate IT or phone or other communications issues. 
• Maintain files according to the internal policies and principles.
• Create spreadsheets, word documents, slides, and other documents.
• Ensure successful execution of projects and provide updates on project progress to Leadership; ensure that projects stay on task and reaches goals and objectives.
• Serves as a liaison to other IMOD and EO staff.
• Coordinates with and acts as back up to other program support assistants across the organization.
• Coordinate the day-to-day office operations including problem and conflict resolution, organization and prioritizations of tasks, and response through verbal and written communications.
• Read and prioritize email communications and office tasks.
• Set up and coordinate remote and live meetings and events for the office; query for attendees’ schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line is set up correctly and all materials are available for the meeting; make name badges, sign-in sheets and other ways to account for attendance; take meeting notes and document major meeting findings or actions; provide meeting minutes within one week after the meeting occurs.

 Qualifications:

• College degree and four (4) years of related work experience OR a high school diploma or GED and eight (8) years of related work experience.
• Ability to perform a variety of more complex administrative duties for executive management.
• Professional maturity and demeanor appropriate for supporting senior-level staff.
• Advanced information technology skills.
• Advanced knowledge and experience in Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Zoom, Teams, and Adobe Acrobat. Ability to learn the NIH systems. 
• Responsible for confidential and time-sensitive material: must be able to exercise extreme discretion and maintain confidentiality of program and personal information.
• Ability to manage multiple tasks simultaneously; ability to respond positively while under pressure. 
• Must be able to interact with senior officials in person and in virtual meetings and be prepared to represent the IMOD in a polished, professional manner. 
• Ability to analyze requirements and execute programmatic actions with minimal supervision, especially when preparing travel documents for the NIH Director’s and leadership’s review, and when preparing responses to requests.
• Experience assisting equivalent senior-level personnel with miscellaneous organizational requirements.
• Attention to detail.