Senior Action Officer

Key Responsibilities Executive Calendar Management

• Manage and coordinate complex calendars for C-level and senior executives within the IOD.
• Prioritize, schedule, reschedule, and coordinate meetings, appointments, and invitations based on executive and organizational priorities.
• Monitor executive calendars for scheduling conflicts and operational impacts.
• Maintain situational awareness across leadership schedules to support seamless coordination.

• Coordinate meetings, seminars, workshops, conferences, and executive engagements.
• Manage meeting logistics including room scheduling, audiovisual coordination, agendas, participant communications, and background materials.
• Support meeting management strategies and executive scheduling optimization.
• Maintain and update shared calendars and tracking systems.

• Prepare correspondence, memoranda, executive briefings, presentations, and reports.
• Support email management and executive communications.
• Coordinate follow-up actions and ensure leadership commitments and action items are tracked and completed.
• Draft and review sensitive communications for executive approval.
• Provide day-to-day operational support for executive leadership activities.

• Serve as a critical member of the Immediate Office of the Director operational support team.
• Collaborate closely with executive assistants, leadership staff, and the Chief of Staff team.
• Assist with problem resolution, task prioritization, and workflow coordination.
• Support rapid-turnaround assignments and executive requests.

• Serve as a primary point of contact for internal and external stakeholders including NIH staff, federal agencies, universities, congressional offices, foundations, and public inquiries.
• Coordinate executive participation in events and leadership engagements.
• Support communication flow among administrative and executive teams.

• Maintain administrative databases, workflow systems, and tracking spreadsheets.
• Track executive commitments, correspondence, and service-level agreement timelines.
• Compile data and maintain presentation repositories and SharePoint documentation.

• Conduct database and records searches to prepare executive background materials.
• Consolidate information from multiple systems for meetings and briefings.
• Prepare PowerPoint presentations and executive materials.

• Coordinate executive travel arrangements including itineraries, logistics, approvals, and supporting documentation.
• Prepare travel authorizations, expense reports, and travel-related correspondence.

• Bachelor's degree in Business Administration, Communications, Public Administration, Management, or related discipline.
• Five (5) years of specialized experience plus a high school diploma may substitute for a bachelor's degree.

• Experience supporting federal senior executives or leadership teams in a fast-paced professional environment.
• Demonstrated experience managing multiple executive calendars and competing priorities.
• Experience supporting office operations, executive communications, and workflow coordination.

• Exceptional organizational and time management skills.
• Strong analytical and problem-solving abilities.
• Ability to manage sensitive information with professionalism and discretion.
• Excellent written and verbal communication skills.
• Ability to support multiple executives simultaneously.

Proficiency with:
Microsoft Office Suite Outlook Word Excel PowerPoint MS Teams SharePoint Web-based administrative and workflow systems Scheduling and tracking platforms