Executive Assistant
Executive Assistant
Posted on :
18-07-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
18-07-2025
Job Description
Title: Executive Assistant
Work Arrangement: Onsite
Work Arrangement: Onsite
Location: Bethesda MD
Job Summary
SCOPE
The Executive Assistant will have a wide range of responsibilities.
- Coordinate day-to-day operations of the Office of the Director
- Supports executive level readiness for meetings by assembling agendas and background material in advance filing relevant material and scanning when needed.
- Organize and prioritize tasks assisting with problem and conflict resolution and responding to written communications.
- Ensure that requests for action or information are relayed to the appropriate staff in the executive levels absence relay important or emergency information to executive level.
- Note commitments made by executive level during meetings and arrange for staff implementation.
- Arrange for executive level to represent the organization at conferences and meetings.
- Assist as needed with new emerging projects or needs to facilitate the functioning of the Division.
- Coordinate the preparation of documents such as travel requests requests for sponsored travel (Form 348) training requests individual/mass mailings correspondence reports and various forms.
- Coordinate meeting planning and logistical arrangements including room and audiovisual reservations and other remote connection arrangements (e.g. Teams); prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
- Establish and maintain a fiscal year calendar; update shared calendars and databases
- Coordinate filing of office-wide reports and other activities committee memberships etc.
- Search out information requested (such as by using the internet or intranet) and provide that information.
- Track status of projects; follow up on actions through contact with staff
- Produce a wide range of documents; address a variety of office needs which may include word processing information management report preparation publications information gathering communication etc.
- Maintain SOPs guidance documents or instructions associated with the programs and systems used in the organization.
- Develops maintains and updates documentation databases and spreadsheets for division administrative functions such emergency contact list vacancy packages and travel actions.
- Support program staff as requested as it relates to on-boarding purchase requests travel building maintenance requests and office supplies
- Assemble and summarize data background information and other materials from source materials or automated systems.
- Maintain contacts and other administrative databases.
- Set up and format spreadsheets to analyze information.
REPORTING REQUIREMENTS
The contractor is responsible for the following reports required for this contract. All reports required herein shall be submitted in electronic format.
a. Monthly Progress Report - The report shall include descriptive information about the activitiesundertaken during the reporting period and any applicable comments the Contractor may have relative to the task order contract. The report shall include the contractors name title the period covered by the report contract period of performance and institute/IC contract number. A monthly report shall not be submitted when the final report is due.
b. FINAL REPORT The contractor shall prepare and submit a final report upon completion of the contract summarizing the achievements during the performance of the contract.
DELIVERABLES:
- Work products and documents related to coordinating office operations; support for administrative tasks; relevant and current updated documentation databases and spreadsheets for personnel purchase requests and travel actions.
- Ad-Hoc work products and documents related to managing executive level calendars; assembling agendas and background materials for executive level meetings; prioritizing tasks and responding to written communications; noting commitments made by executive level during meetings and arrange for staff implementation; arranging for executive level to represent the organization at conferences and meetings; maintaining office records including office procurements and reimbursement procedures.
- Ad-Hoc work products and documents related to preparation of office documents such as correspondence travel authorizations/vouchers professional service orders documents reports memoranda procurement orders and other program related forms; coordinating meetings including the preparation and transmission of agendas and other relevant materials; maintaining a fiscal year calendar; coordination and filing of office-wide reports; tracking and following up on status of projects; maintaining SOPs and related guidance documents or instructions.
- Ad-Hoc Work products and documents related to assembling and summarizing data; maintaining contacts and other administrative databases; setting up and formatting spreadsheets.
QUALIFICATIONS:
- Bachelors degree or equivalent in related field (Business Management / Administration preferred) and some experience in similar or equivalent type position is preferred.
- Advanced knowledge in the operation of office equipment (computers copiers fax machines labelers etc.) to scan file and/or store electronic and where needed paper documents for future reference.
- Expert in use of MS Office suite (Outlook Word Excel PowerPoint) and Adobe Acrobat
- Proficient in use of virtual platforms (Teams SharePoint).
- Working knowledge of social media
- Experience and demonstrated skill in
- Meeting coordination
- Federal travel regulations
- Travel planning
- Meeting minutes/summary reports
- Identifying ways to improve the effectiveness and efficiency of work operations
- Developing new or modified work methods and automating work processes for the conduct of administrative support functions
- Tracking progress on assigned projects
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- Strong oral and written communication skills
- Excellent organizational and time management skills with orientation to detail
- Works effectively on a team whether as a team leader or member.
- Comfortable interacting with individuals from various backgrounds
- Skills in developing new or modified work methods and automating work processes for the conduct of administrative support functions.
- Ability to transcribe and edit documents.
Employment Type
Full-time
Key Skills
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