Administrative/Executive Assistant

SUMMARY: Performs administrative duties for executive management and relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities This position requires the ability to perform all tasks of the other positions.
Responsibilities include having confidential and time sensitive material; preparing routine and advanced correspondence including letters, memoranda, and reports; relying on experience and judgment to plan and accomplish goals.
Candidate should have the ability to work well with all levels of management and staff, assistant to perform a variety of administrative functions such as creating and analyzing written documents for dissemination to leadership, compiling information for outside inquiries and reports, and developing and maintaining tracking tools to be used for reporting data.
A high level of creativity is expected.
Responsibilities include reviewing and disseminating memoranda to staff; conducting documents control for routing through office; preparing purchase request for small purchases, reviewing draft policies, standard operating procedures, and memoranda for grammar and format; coordinating travel and submitting data into the NIH travel system; compiling equipment requirements for office staff (e.
g.
, laptops, printers, monitors); preparing training requests; and preparing matrix of office needs.
Duties also include generic clerical skills such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, and monitoring invoices and expense reports.
Additional duties may include filing and faxing.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Assembling, copying, faxing and scanning a variety of materials and ensuring proper Maintaining a variety of office logs and files Maintaining calendars Managing complex schedules and calendars Greeting visitors, answering the main office phone, and taking messages as required Maintaining main staff directories Preparing, writing, and editing a variety of correspondence including letters and memos Preparing, creating, formatting, and editing spreadsheets, presentations, and charts Assisting with performing searches of electronic and hardcopy files and databases for records, supportive data, and historical documents Assisting in preparing or drafting initial correspondence in response to requests and in preparing an array of other documents for release in response to requests Responding to first line inquiries from a wide variety of key public, internal, and external Constituencies Submitting and following up on requests for services (i.
e.
, telephone, key request, and help desk, etc.
) Arranging for housekeeping, facility, and vehicle services Ensuring office equipment is maintained and functional Preparing all types of travel orders using the official travel system Preparing vouchers and making travel arrangements Answering/Researching general travel related questions Maintaining travel associated files Organizing and supporting workshops and meetings Coordinating with NIH travel office to make travel arrangements Preparing notebooks, invitations, agendas, and support documents Reserving space for meetings Coordinating logistical and administrative arrangements for guest speakers and meeting attendees Providing administrative support during meetings, including arranging for audiovisual displays, taking meeting minutes, and following up with summary minutes or reports from meetings Receiving and processing incoming mail including preparing requests for FedEx shipments, UPS, and other priority mail services, and couriers Preparing purchase requests for office supplies Preparing purchase requests for office equipment and services Answering questions and investigating discrepancies related to purchases Entering payment information into internal and external administrative databases Assisting with tracking and maintaining associated files related to purchases Requesting property passes and property transfers Answering questions, assisting with tracking, and maintaining associated files Managing office Self Service Store accounts for office products Preparing personnel packages as needed Assisting with various logistics required for faculty recruitments Processing and entering training requests Assisting with updating of Curriculum Vitaes (CVs), bibliographies, biosketches, and annual reports Providing assistance with manuscript preparation and editing Assisting with manuscript tracking and manuscript submissions Scanning journal articles, establishing PDF files of articles, and updating manuscript tracking databases, filing books, journals, and articles SKILLS AND QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Advanced computer skills and internet research skills are required.
Prior work in a scientific research environment for a large Federal agency, as well as a firm knowledge of business administration is desired.
The ability to handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.
A comprehensive understanding of NIH, its organization and culture is also desired.
REQUIREMENTS: A 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 are required.
Background check.
LANGUAGE SKILLS: Must possess excellent verbal and written communication skills and have the ability to read, analyze, and interpret contracts, manuals, correspondence and handbooks.
Ability to write reports and business correspondence.
PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment characteristics described are representative of those that must be met by a team member to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the team member is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The team member is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.
The team member must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.