Executive Assistant

This is a high level hybrid position that will directly support the Executive Officer (EO) and Deputy Executive Officer (DEO) of the Institute. This individual will perform a variety of duties consistent with a Management Analyst, Event Planner, Executive Assistant, Change Management Advocate, and workforce outreach. This individual will be interacting with a wide variety of Senior Leaders across NIH and will assist the EO and DEO in a wide variety of items supporting the IC and will need to frequently come on site to support these various efforts.

Maintain Executive(s) Calendar 

Daily Answer Institute Phones - Daily 

Will work on-site when Executive(s) are on-site to provide support. - Ad-Hoc 

Update Various Distribution Lists for the Executive as needed. - Ad-Hoc 

Perform various customer service duties in support of the Institute. - Daily 

Generate, update, maintain, and tracking of various documents for the Executive. Examples include but are not limited to: documents, filing, advanced Excel use, Word Documents, Flyers, meeting minutes/summaries, etc.  

Daily Create and maintain tracking of items for the Executive and the IC as needed 

Daily Coordinate meetings or events for the IC. Examples of some of the scheduling include but are not limited to: -Ad-Hoc Attending meetings as needed with the Executive, and as needed running the presentation slides, documents, or other items for the meeting for the Executive. - Ad-Hoc 

Validate Parking for IC, answer phones, and greet guests 

Daily develops and maintains Excel documents utilizing advanced Excel knowledge and skills for the Executive which include analytics - Ad-Hoc

Reviews various items for consistency, accuracy, clarity, grammar, etc. for the Executive - Ad-Hoc 

Generates draft documents for the Executive to review and incorporates feedback into the documents. Some examples include (but not limited to): the Office of Administrative Management SharePoint intranet site and other SharePoint sites as needed. - Daily 

The Institute is fast-paced and the individual will need to be able to handle multiple priorities at the same time, change direction/priorities quickly, and alert the executive to items that require their immediate attention. - Daily 

Facilitate Change Management for the IC - Daily 

Facilitate events for the IC which may include scheduling travel, greeting guests, organizing events (from start to finish), facilitating WorkLife Committee meetings, etc. - Ad-Hoc 

Facilitate recruitment activities for the IC. This may include monitoring inboxes, drafting recruitment announcements for NIH Listservs, drafting recruitment announcements for publication. - Ad-Hoc 

Ensuring draft documents are 508 compliant for executive - Daily

• Maintains executive(s) calendar and acts as the primary POC for executive(s) 1 
• Attend routine staff and business meetings for awareness and to take notes for distribution. 2 

• Monitor trends and research by management associations and academic institutions and develop job aids, instruction, and other materials to support all of OAM Develop and deliver formal training.
• Provides analysis and advisory services regarding management functions. 
• Analyze information requirements to develop reporting systems including the systems specifications, data gathering and analytical techniques, and systems evaluation methodology. 
• Prepare business process reviews, studies, and reports on efficiency.  
• Assist in researching and preparing program and operational strategies and implementation plans. 
• Conduct in-depth analysis of all facets of operations, document areas for improvement, research improvement methodologies, and recommend courses of action. 
• Prepares a variety of management and administrative studies to analyze and evaluate internal procedures, policies, processes, and systems for the purpose of improving efficiency. 
• Analyze and evaluate proposed changes in operating procedures and draft standard operating procedures.
• Conduct studies and assessments and report findings with recommendations 
• Develop procedures and systems for establishing, operating, and assessing the effectiveness of administrative controls and systems. Document findings of studies and prepare recommendations for the implementation of new systems, procedures, and organizational changes. 
• Analyze the data gathered and develop solutions or alternative methods of proceeding. 
• Review policy, regulatory, and legal requirements for operation document gaps and propose corrective actions.
• Reviews and comments on new or proposed changes to existing policies, procedures, or systems. 
• Conduct assessments of standard operating procedures (SOP) and prepare recommendations for improvement. 
• Evaluate operations against standard operating procedures (SOP) and document gaps or inconsistencies in performance.
• Develop and maintain SOPs for planning meetings, events, and campaigns and submit changes for approval and update as necessary Create SOPS for use in individual positions as needed. 
• Develop methodologies to implement effective change management related to updates or changes to SOPs Asses prior year event plans, budgets, and results to identify trends and report results to management.
• Evaluate feedback from meetings, conferences, and events and recommend changes and improvements to future events Research new trends and industry best practices in event management and recommend changes or improvements to SOPs, event schedules, etc. 
• Assist with Change Management within the IC. 
• Prepares reports in the areas of budget, procurement, HR, travel, etc. 
• Review administrative audit and investigative reports to determine appropriate changes. 
• Review staffing data for gaps in knowledge, skills, and abilities necessary to conduct operations. 
• Review operational and program plans to identify necessary resources and propose actions to address gaps.
• Prepare detailed reports based on research and findings and present at meetings and briefings. 
• Assist with the resolution of Undelivered Orders (UDOs) Make travel arrangements including preparing itineraries, making transportation and hotel reservations.
• Prepare travel orders and expense vouchers using the NBS Travel Management System and maintain electronic files on all travel.
• Prepare invitational travel authorizations and other travel and maintain a file on travel authorizations and vouchers. 
• Coordinate travel arrangements for sponsored participants.
• Assist with the preparation submission, and tracking of foreign participating visa applications monitor NIMHDJOBs inboxes, and triages emails in accordance with internal practices. 
• Review policy and regulations that govern the activities performed in the program. 
• Research and review institutional policies applicable to operations. 
• Review business, operations, and program plans for consistency and compliance with institutional and governmental policies. 
• Draft policy statements and present them to upper management as requested. 
• Draft policy documentation for review by upper management. 
• Prepares reports and presentations for meetings.
• Assist staff prepare briefing and presentation materials for presentation at meetings. 
• Capture meeting minutes and prepare final documentation for distribution to participants. 
• Draft reports for review and discussion at working groups and meetings. 
• Present information and status updates on projects and studies ongoing within the organization. 
• Assist staff in setting up for events and completing administrative reviews.
• Coordinate meeting planning and campaign development along with related internal communication elements with requestors and ensure completeness and accuracy of materials before distribution to participants. 
• Plan and coordinate logistics (location, facility, participant lodging, equipment requirements, etc) for major and large-scale meetings, conferences teleconferences, workshops, and other similar events under provided requirements, budgets, and schedules. 
• Plan and coordinate all aspects of participation including preparing and delivering forms, applications, and presentations, and reserving lodging and transfer.
• Conduct site visits and inspections, review cost assessments, and provide summaries and reports to requesters for final decision-making and funding. 
• Track all meeting costs from start to completion in the event database, reconcile with budgets, and provide standardized reporting to requesters, financial and contracting personnel, and management.
• Prepare authorizations for professional services performed by non-government travelers and for payment after services have been rendered and submit for payment and approval by government officials. 
• Ensure purchased requests related to the event are detailed, routed, and authorized according to current policies and procedures and produced according to required timeframes. 
• Prepare detailed and summary reports and logs of all tasks following meetings to government officials to track event compliance requirements, throughout the planning, execution, and after-action for each event.
• Schedule meeting planning and coordination, site inspection, budget reviews, etc. activities and maintain calendars for appointments and schedules.
• Serve as a point of contact for customers, vendors, and partners concerning meeting specifications, requirements, preferences, registration, confirmations, cancellations, schedules, and cost summaries.
• Prepare project plans for each meeting, conference, or event, including schedules, communication and promotion requirements, participants, supporting resources, and all associated tasks. 
• Assist with writing, designing, and printing, packets, and other meeting presentations. 
• Format text, check for errors, verify 508 compliance assist Executive with facilitating meetings. This may involve taking attendance, monitoring chat, running presentation slides, etc. compiling handouts, and disseminating promotional materials (e.g., flyers, emails, posters), invitations, tent cards, and name badges Coordinate RSVPs and the staff welcome booth or table.
• Attend all planned events to provide troubleshooting and routing support, including coordinating spot maintenance and technical support.
• Collaborate with staff on meetings to include registration information, agendas, handouts, room assignments, and audio-visual needs Manage name tags, signage, graphics, and proceedings production coordination.
• Researches and suggests developing areas of management policy. 
• Conduct formal evaluations for operations and performance and prepare reports and dashboards. 
• Assess organization and design performance measurement and evaluation tools and tactics to document and track performance over time. 
• Measure operational and program performance against government performance requirements develop reports and present findings to upper management. 
• Documents performance shortfalls and recommends corrective actions. 
• Assists operational and program staff in identifying, capturing, and evaluating unique performance criteria. 
• Performs in-depth analysis and statistical comparison of organizational data and information using available software and applications, such as SPSS, R, etc. 
• Conducts statistical analysis of financial, performance, and workforce data with assistance from data analysts, writes queries and packages to conduct deep analysis of business data, and prepares advanced reports and technical findings documentation. 
• Use a variety of database and data repository software and applications available to search, retrieve, and export business and performance data. 
• Conduct an in-depth comparative analysis of organizations against federal agencies and similar industry organizations to baseline performance and efficiency. 
• Use a variety of artificial intelligence tools and assist to design and perform machine learning and deep analytic functions. 
• Assist financial managers prepare annual appropriated budget requests. 
• Write narrative justifications for annual budget requests based on financial manager inputs and requirements. 
• Research and recommend actions and inclusions to ensure compliance with annual budget request regulations and laws. 
• Assist program managers prepare annual budgets based on historical and estimated future spending. 
• Conduct workforce studies and provide in-depth analysis and reporting. 
• Perform job task analysis documenting inventory of billets, knowledge, skills, and abilities of the workforce and analyzing gaps. 
• Draft recruitment announcements for distribution or publication.
• Mentor and train junior management analysts. 
• Coordinate with other senior management analysts to review and standardize practices and procedures to ensure consistency of quality and outcomes. 
• Develop and conduct routine workshops for operational and program staff on management best practices and tactics. 

Certifications & Licenses:

• Change Management - NIH Experience Preferred
• Lean Six Sigma 

• Masters in Administration - Certified 

   

Field of Study:

• Business Management and Administration 
• General Business 
• Hospitality Management 
• Human Resources and Personnel Management 
• Miscellaneous Business Medical Administration Finance 
• International Business 

• Marketing and Marketing Research 

   

Software:

• SharePoint 
• MS Office 
• Concur 
• WebEx 
• ITAS 
• MS PowerPoint 
• MS Teams 
• Concur Government Edition (CGE) Travel System 
• Integrated Time and Attendance System (ITAS) 
• Various Communication platforms (Zoom, Skype, Teams, etc.) 

Skills:

• 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 
• Event Planning 
• Answer IC phones 
• MS PowerPoint Presentation (Creation, updating, running, etc.) in support of the executive 
• Managing an Executive Calendar 
• Parking Validation 
• Updating/maintaining Distribution Lists for the Institute 
• Tracking various items for the Executive 
• Preparing items for Executive review 
• Advanced Excel Use 
• Provide on-site support to the Executive and act as Receptionist 
• Scheduling 
• Contacting various individuals to coordinate/schedule meetings for the Institute and/or Executive(s) 
• New skills may be required to be learned. The individual will need to evaluate the environment and self-identify these skills and be willing to reach out to others for knowledge of this skill and/or do independent research/learning of the skill. 
• Ability to learn, keep up with, and research various policies, procedures 
• Knowledge of the Federal Travel Regulations 
• Website Content Management 
• Advanced Organizational and Filing Skills 
• Maintain Phone Tree and Voicemail System 
• Project Management 
• Meeting Coordinator and/or meeting facilitator 
• Participating in Committees 
• Following up on action items for executive(s) 
• Attending meetings, as needed, with the executive to provide support 
• Travel Planning 
• Customer Service/Support 
• Hospitality 
• Event Coordination/Management