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Executive Assistant

Bethesda, MD 20817

Posted: 09/25/2024 Job Category: Other Job Number: 19807

Job Description

Executive Administrative Assistant
** W2 contract, onsite out of Bethesda, MD**
Our client is National Research Center focused on Women’s Health. They are looking for an experienced Executive Administrative Assistant to provide support for the office, and 2-3 Senior Executives.
The ideal candidate for this role will have experience in supporting an Executive Team and providing Office Assistance. They will be reliable, engaged, and excellent communicator, detail oriented, focused and responsive.
In this role, the Executive Administrative Assistant will:
  • Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office. Maintain good communication with staff, Institutes, and Centers in order to be aware of last-minute changes.
  • Provide high level executive support to up to 2-3 senior leadership team members, including the Director over the Research Center.
  • Manage/maintain calendars for senior level staff members; prepare daily briefing books as needed. That includes materials for the daily meetings, independently establish appointment priorities, or reschedule or decline appointments or invitations.
  • Ensure strict confidentiality of calendar information. Handle sensitive and confidential information. Note commitments made by executives during meetings and facilitate implementation for staff. Schedules and maintains an accurate tracking system of all activities. Keep government abreast of all commitments via the maintenance of daily calendar. Apprise the Director of upcoming events and speaking engagements.
  • Ensure that office phone trees are up-to-date and accurate and make updates to reflect arrival/departure of staff. Provide parking stickers for visitors as needed; track parking sticker use and reorder with-in the parameters decided by the IC as needed. Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information. Adhere to established protocol on scheduling, notification and preparation of background and briefing materials for all meetings. Maintain files according to the internal policies and principles. Update and maintain the emergency contact information and staff listing as needed.
  • Update and maintain the emergency contact information and staff listing as needed. Plans and completes various special projects. Coordinates with and acts as back up to other program support assistants Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are in working order to meet daily business needs. Generate agenda, record minutes, follow-up on action items for senior leadership meetings. Maintain MS Teams site as directed and needed.
  • Note commitments made by executives during meetings and facilitate implementation for staff. Coordinate trans-center meetings as directed and needed. Serves as Liaison to or other staff on various projects as assigned. Ensure successful execution of projects and provide updates on project progress to the Director; ensure that assigned projects stay on task and reach their goals and objectives. Develops detailed project plan(s) and apply project management principles to implement projects. Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts. Maintain the office shared drive and common office calendars. Coordinate the printing and conversion of paper documents to electronic files. Maintain organization of electronic files on shared drives. Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations. Consult with ORWH senior staff to determine appropriate participants for meetings. Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. Prepare agendas, handouts and background materials. Schedule and coordinate weekly, biweekly and monthly appointments, meetings, luncheons and conference calls for assigned leadership team members using the preferred meeting platforms. Send reminder notices for these meetings to participants the day prior to the meeting date.
  • Confirm meetings via email message with each participant/their assistant with information on the date/time, location, purpose of the meeting and a list of other participants. Send reminder notices for these meetings to participants the day prior to the meeting date. 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 cor-rectly 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. Interact with patience and diplomacy at all times in the course of scheduling. Arrange office networking events and other outside functions Updates databases and spreadsheets and creates reports for management. Update and maintain the emergency contact information and staff listing as needed. Create spreadsheets, word documents, slides and other documents for senior level staff. Develop, maintain and utilize various administrative databases, as needed.
  • Set up and format spreadsheets to analyze information, as needed. Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities. Maintains inventory and initiates purchase requests. Inventory and order office supplies and equipment for senior level staff with the parameters decided by the institute.

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