Executive Assistant - GAP Solutions, Inc.

Executive Assistant- (7274)

Location: Rockville, MD

Position Objective: To provide support services as an Executive Assistant to satisfy the overall operational objectives of the National Institutes of Health (NIH), Office of Research Services (ORS), Division of Safety, Security, and Campus Safety (SSCS) and Office of Management Services and Budget (OMSB).

Duties and Responsibilities:

• Provide day-to-day administrative support to the Deputy Director, SSCS, and part-time administrative support to the Division Director, OMSB. Maintain ongoing consolidated staff calendars and provide specific calendar information to subordinate staff.
• Receive incoming telephone calls and track/respond to all inquiries (verbal and written); screen all incoming correspondence; receive deliveries; research subject matter; and provide all necessary background information for the Deputy and Division Directors.
• Provide critical review of the content and substance of all written action documents and correspondence prepared for the signature of the Directors; alert writers to any conflict with the file or departure from policies or Directors’ viewpoints; make recommendations to resolve problems that arise.
• Coordinate follow-up actions on matters resulting from meetings; track the progress of items of immediate concern to the Directors.
• Serve as the travel planner for the Directors, both foreign and domestic; make airline reservations, prepare travel authorizations, vouchers, and related documents such as itineraries and exception memos, and arrange for hotel accommodations. Stay up-to-date on NIH/ORS travel policies and procedures.
• Maintain close contact with the Directors while in travel status to keep him/her informed of important matters that arise during his/her absence.
• Schedule, attend, and record discussions held at meetings with Directors. Note commitments made during meetings and arrange for staff implementation and track action items assigned as appropriate.
• Summarize the content of incoming materials, specially gathered information, or meetings to assist the Lab Chief; coordinate the new information with background sources; draw attention to important parts or conflicts.
• Organize, summarize, and coordinate development of guidance material and informational notices with officials and staff from other organizational components within NIH.
• Set up and format spreadsheets to analyze information.
• Coordinate the printing and conversion of paper documents to electronic files; provide analytical and operational support in implementing Federal Records Management requirements related to case and office files.
• Maintain and utilize various administrative programs and databases (i.e., CGE, ITAS, AMBIS, Capital HR, FBS, PARIS). Serve as SSCS timekeeper in ITAS.
• Serve as the administrative coordinator for SSCS and OMSB; coordinate the day-to-day office operation, including, but not limited to, problem and conflict resolution, organization, and prioritization of tasks; respond to written communications.
• Serve as the liaison between SSCS administrative staff; coordinate all activities of SSCS administrative staff including assignment of long-term projects, work distribution, and back-up coverage.
• Prepare various management reports to define and evaluate the workflow, timelines and/or potential problems of a wide variety of program functions; keep abreast of program developments and makes substantive recommendations for improvements in management and processing in support of SSCS and OMSB.
• Maintain and update systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Procure office supplies, equipment, etc., through appropriate mechanisms (e.g., POTS, FIMS).
• Input information and update status of actions in various databases and reports.
• Coordinate the preparation of a variety of documents such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports and various forms.
• Contractor should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).

Basic Qualifications:

• A college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience.
• Ability to transcribe and edit documents.

Minimum Qualifications:

• Exceptional oral and written communication skills necessary
• Needs to be professional and presentable
• Ability to work independently and in a collaborative team environment consisting of a diverse population.
• Analytic, organizational, and time-management skills.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at

recruiting@gapsi.com

. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.