Executive Assistant

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

Serves as a representative for the office on all matters related to implementation of policy, plans, and programs. Directs and implements administrative functions for the office. Keeps the supervisor fully informed of current conditions throughout the organization and takes appropriate action to ensure that administrative activities are properly implemented to support its mission. Analyzes organizational programs and activities through review of reports initiated by the staff, recommendations from subordinate echelons, etc.,

and initiates or recommends action to correct problems and improve programs. Reviews and makes recommendations on new or changed programs and plans; and formulates and proposes plans, programs and policies to ensure proper and consistent implementation of the organization’s goals and objectives. Recommends and implements changes in administrative policies. Maintains liaison and coordination between the organization and other offices in the IC and the NIH.

Clarifies and explains policy, plans, and administrative matters or discusses implications of pending issues.

Establishes and implements standards for the efficient operation of the office. Coordinates subordinate staff within the office, ensuring that the administrative and clerical functions required for a smooth and efficient operation are provided. Develops short- and long-term plans for the office, sets priorities, and establishes work requirements. Assigns administrative work based on priorities and personnel availability. Reviews work, accepting, amending or rejecting work as appropriate on behalf of the supervisor.

Exercises responsibility for internal control management.

Participates in special projects, as assigned, including drafting guidance and writing memoranda and letters for signature by the supervisor. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation. Arranges meeting space, speakers, and support details for large conferences. Perform other duties as assigned.

Provide support for various administrative tasks.

• Manage senior executive staff schedules, keeping them informed and aware of changes in a fastpaced environment frequently involving competing priorities. Coordinate/compile all meeting materials and provide to staff in advance of meetings and ensure that staff attend meetings on time.
• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, outside activities Form 520, 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
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment appointments of professional, technical, and support staff, renewal extension of appointments, reassignments, pay increases adjustments, separation termination, etc.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms and prepare and/or collect/compile materials for presentations, meetings, conferences, and ceremonies.
• 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.
• Update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
• Research information requested…