Executive Assistant

Overview:

The Executive Assistant will independently provide administrative support services to satisfy the overall operational objectives of the National Institutes of Health, National Library of Medicine, Office of the Director (OD), Office of Administration (OA). The primary objective is to provide services and deliverables through performance of executive calendar management, front office support, travel planning and execution in NIH travel systems (GCE and Go.gov), and general administrative 

Responsibilities: 

• Effectively manage and maintain the calendar of the NLM Executive Officer and NLM Deputy Executive Officer, ensuring accuracy, coordination, and seamless scheduling.

• Deliver high-quality general office support for the NLM OA in a timely and efficient manner, contributing to the smooth operation of the office and overall mission effectiveness.

• Provide administrative and technical support to internal and external customers.

• Provide administrative and procedural support, collaborating with personnel in making logistical and travel arrangements for NLM OD staff.

• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Teams, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.

• Assist with audit reports for NLM timekeeping.

• Maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.

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

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

• Provide travel support to staff in all tasks associated with travel. Review staff travel for accuracy and stay current with the NLM-specific processes and systems; the latest Federal Government travel processes and procedures; the Concur (CGE) and Go.gov travel systems, and other aspects of the job as needed.

• Prepare and process domestic, foreign and sponsored travel requests, leave authorizations and vouchers; ensure compliance with Federal regulations; input and track travel information.

• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.

• Enter requests for office supplies and registrations using POTS. Process and track order requests using government systems (i.e., POTS) on behalf of NLM OD staff.

• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), SAAVI inquiries/responses, official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.

• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.

• Act as focal point and primary initial contact for matters concerning the OA; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information in NLM Wiki and OneDrive sites.

• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements. Assist with property management.

• Manage data calls for the OA and track data calls leveraging existing technology or identifying other technology that would ensure efficiency and effectiveness for data call management.

• Provide expertise needed to improve the overall functioning of the office.

• Conduct data entry; generate reports and letters.

• Stay abreast of and implement current regulations, policies and procedures.

• Research and propose new administrative procedures.

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

• Work with staff on the creation and preparation of slides and presentations.

• Schedule and maintain tracking system for all activities.

• Ad-Hoc Support to other NLM Divisions

• Ad-Hoc Provide administrative support to NIH/NLM/OD/OA meetings, committees and working groups

Requirements:

• A Bachelor’s Degree

• Proficient written and oral communication skills

• Proficient with Microsoft Excel and Word

• Experience with NIH databases

• Experience in coordination and planning NIH executive meetings.

• Experience in travel planning and execution in NIH travel systems, specifically Concur (CGE)

• Knowledge of Federal Travel Regulation