Executive Secretary Administrative Assistant

Job Title: Executive Secretary / Administrative Assistant

Project Summary

The Executive Secretary / Administrative Assistant supports the National Science Foundation (NSF) by providing senior-level administrative writing and document management support in a science- and policy-driven federal environment. This role supports NSF leadership and program offices by ensuring accurate timely and well-formatted correspondence policies and executive communications that align with agency standards and branding.

The position supports a federal government contract and requires discretion attention to detail and the ability to manage sensitive and high-visibility materials involving scientific and policy content.

Role Summary

The Executive Secretary / Administrative Assistant provides executive-level administrative and editorial support including drafting and editing correspondence managing document control processes maintaining style standards and coordinating leadership communications. The individual works closely with senior staff to ensure materials are accurate consistent and compliant with NSF and federal requirements.

Primary Responsibilities

• Draft review and edit correspondence and official issuances for internal and external distribution.
• Draft review and edit agency-wide policies memoranda and other executive-level documents.
• Maintain and apply a style guide aligned with NSF branding and communications standards.
• Develop document and maintain standard operating procedures (SOPs).
• Maintain organize and manage document libraries and controlled files.
• Accurately enter and track information in databases and document tracking systems.
• Apply basic to intermediate formatting skills to reports presentations spreadsheets and briefing materials.
• Draft email responses and general correspondence on behalf of NSF leadership or designated clients.

Required Qualifications

• Minimum of 5 years of executive or senior administrative support experience.
• Demonstrated experience drafting and editing executive-level documents.
• Strong formatting proofreading and document management skills.
• High attention to detail and ability to manage multiple priorities.
• Strong written and verbal communication skills.

Preferred Qualifications

• Experience supporting executives in science-focused research or policy-driven organizations.
• Ability to edit documents that reference technical scientific or regulatory topics.
• Familiarity with federal correspondence standards document clearance processes and executive review workflows.

Work Location and Schedule

• Place of Performance: Primarily on-site at NSF Headquarters in Alexandria VA.
• Work Schedule: Monday through Friday 8:30 a.m. 5:00 p.m.
• Limited telework may be available with approval from the Contracting Officer s Representative (COR).

Security Requirement