Executive Assistant

Position Objective: Provide services as an Executive Assistant in support of the overall functions of the National Institute of Neurological Disorders and Stroke (NINDS) within the National Institutes of Health (NIH). Purpose of position is to provide administrative support for Surgeon-in- Chief at the Clinical Center, NIH.

Duties and Responsibilities:

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks. 2

• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.

• Make recommendations to resolve problems that arise.

• Provide high-level administrative task support within the Branch. 1

• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.

• Schedule and maintain tracking system for all activities. 5

• 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.

• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.

• Review and summarize the content of incoming materials, specially gathered information, or meetings. Coordinate the new information with background office sources; draw attention to important parts or conflicts. Research and propose new administrative procedures.

• Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.

• Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.

• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.

• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.

• Conduct computerized searches of library references, scientific publications and other databases.

• Extract and consolidate pertinent information.

• Organize scientific articles and materials.

• Plan and complete various special projects.

• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.

• Provide editorial and logistical assistance to staff on managing special projects/activities.

• 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.

• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. 3

• 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.

• Schedule room and audio visual reservations.

• Prepare agendas, handouts and background materials.

• Work with staff on creation and preparation of presentations and slides ; provide task support for presentations and/or handouts (copy, print, distribute, etc.).

• After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.

• Develop, maintain and update spreadsheets for personnel, budget and travel actions.

• Develop budget proposals; monitor expenditures.

• Create summaries and reports based on information gathered. 4

• Develop and manage databases as needed to track protocol metadata and quality control checks.

• Update and maintain the Program and Employee Services (PES) personnel list and phone directories.

• Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.

• Develop and/or complete forms and prepare for staff's signatures.

• Maintain office records including office procurements and reimbursement procedures.

• Oversee inventory of office supplies.

• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.

• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.

• Maintain Calendar and Schedules - Daily.

• Meet with Surgeon-in-Chief - Weekly.

• Meet with Management Analyst - Monthly.

• Take comprehensive meeting minutes - Ad-Hoc.

• Maintain laboratory website - Weekly.

• Coordinate travel - Weekly.

• Manage TEAMS channel - Daily.

• Assist with Surgeon-in-Chief activities. Track complaints, compliance and sub-committee activities - Daily.

• Assist with ordering supplies - Weekly.

Basic Qualifications:

• Associate's degree in business management and administration or a related discipline.

• Skilled in SharePoint, MS Office, and WebEx.

• Experienced in project management, website content management, meeting minutes/summary reports, executive level support, meeting coordination, attention to detail, communication, travel planning, and data analysis.

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.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at ~~~ . 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.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.

Requisition ID: 6753