EDI Executive Assistant - Axle
Bethesda, MD
About the Job
(ID: 2024-5958)
Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).
Axle is seeking a EDI Executive Assistant to join our vibrant team at the National Institutes of Health (NIH) supporting the located in Bethesda, MD.
Benefits We Offer:
- 100% Medical, Dental & Vision Coverage for Employees
- Paid Time Off and Paid Holidays
- 401K match up to 5%
- Educational Benefits for Career Growth
- Employee Referral Bonus
- Flexible Spending Accounts:
- Healthcare (FSA)
- Parking Reimbursement Account (PRK)
- Dependent Care Assistant Program (DCAP)
- Transportation Reimbursement Account (TRN)
Overall Position Summary and Objectives
Independently provide support services to satisfy the overall operational objectives of the Office of the Director/ NIH Office of Equity, Diversity, and Inclusion (EDI).
Deliverables:
Work Details:
- Provide high-level administrative task support within the Branch. 1
Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office. 2
Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. 3
Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities. 4
Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
Schedules and maintains an accurate tracking system of all activities.
Schedule and maintain a tracking system for all activities.
Keep government abreast of all commitments via the maintenance of daily calendar.
Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
Review and summarize the content of incoming materials, specially gathered information, or meetings.
Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
Plans and completes various special projects.
Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
Provide editorial and logistical assistance to staff on managing special projects/activities.
Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues. Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintain complex schedules and calendars, and advises staff on the most effective method and format of presentations.
Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms. Update/maintain shared calendars; rearrange calendars to accommodate situations of an urgent nature.
Establish and prioritize meeting appointment priorities, or reschedule or refuse appointments or invitations.
Contact participants and notify them of topics to be discussed.
Schedule room and audio-visual reservations.
Prepare agendas, handouts, and background materials.
Work with staff on the creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.
Updates databases and spreadsheets and creates reports for management.
Develop, maintain and update spreadsheets for personnel, budget, and travel actions.
Create summaries and reports based on the information gathered.
Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
Develop and/or complete forms and prepare for staff's signatures.
Maintains inventory and initiates purchase requests.
Maintain office records including office procurements and reimbursement procedures.
Oversee inventory of office supplies.
Prepare purchase requests, maintenance agreements and draft justification for government signature of needed office supply items.
Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Minimum Education
Associate
Additional Qualifications:
Certifications & Licenses:
- None
Field of Study:
Less Than a Bachelor's Degree
Software:
- SharePoint
- MS Office
- Concur
- WebEx
- ITAS
- POTS
Skills:
- Expense reconciliation, project management/planning, timekeeping, fellowship program management
- Social Media
- Knowledge of the Federal Travel Regulation
- Project Management
- Website Content Management
- Meeting Minutes/Summary Reports
- Executive Level Support
- Meeting Coordination
- Outreach Activities
- Travel Planning
- Data Analysis
Calendaring - Scheduling
- Visitors Telephones
- Training Requests Acquisitions
- Travel (Concur)
- Timekeeping (ITAS)
- Budget
Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.
The diversity of Axle's employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.
Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com
#IND