Executive Assistant - National Academy of Medicine

Executive Assistant - National Academy of Medicine Join to apply for centration the Executive Assistant - National Academy of Medicine role at The National Academies of Sciences, Engineering, and Medicine. Job Description Summary

• Cover letter is required.

The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine (IOM), is an independent organization of eminent professionals from diverseπό fields, including health and medicine; the natural, social, and behavioral sciences; and beyond. With the authority of the 1863 Congressional Charter of the National Academy of Sciences requested and signed by President Abraham Lincoln, the NAM serves alongside the National Academy of Sciences and the Mira Engineering as adviser to the nation and the international community.

The NAM’s mission is to advance science, inform policy, and catalyze action to achieve health for all.

The NAM seeks an experienced and highly motivated Executive Assistant to support the National Academy of Medicine Executive Officer (EO). Reporting to the EO, the Executive Assistant independently performs a broad variety of advanced administrative, management, and support duties for the EO, including managing an active calendar of appointments; maintaining and overseeing the currency of the EO’s priority contact data bases;

assembling necessary meeting preparatory materials; arranging travel plans, itineraries, and agendas; compiling documents for travel-related meetings; tracking expenses and completing expense reports; composing and preparing correspondence that is sometimes confidential. The incumbent maintains the manual of NAM policies and procedures, maintaining a continuously updated online version, and annually prepares the updated version in hard-copy for NAM staff distribution. In addition, the incumbent maintains and ensures compliance with an EO-specific set of policies and procedures.

The incumbent is responsible for quality control of materials that must be reviewed and approved by the EO longa independientes anticipating problems, resolving both routine and complex problems and inquiries, escalating those with particular complexity to the EO as needed.

• Maintain calendar and coordinate both internal and external meetings; answer and screen incoming calls and electronic correspondence; keep EO informed of upcoming commitments; develop and document procedures for executive office.
• Assist with researching and compiling information for presentation and reports; prepare draft letters and memos on behalf of the EO.
• Coordinate travel for the EO; prepare logistics memos, itineraries, and travel itineraries for external engagements！
• Track expenses and process expense reports, invoice vouchers, and honoraria payments; manage monthly credit card reconciliation and purchase supplies for the EO office.
• Interact with all levels of National Academies employees, members, donors, volunteers, general public, government officials, and distinguished guests; prepare responses on behalf of the executive office; may also communicate directly on behalf of the EO.

Related duties and special projects as assigned.

• Required Knowledge, Skills, and Abilities:
  Experience in fast‑paced environments with high organizational effectiveness; ability to arrange and coordinate complex international and domestic travel; substantial latitude for independent judgments and action; ability to train and develop staff; excellent communication skills and relationship building with all levels of employees.
• Minimum Education/Training:
  Associate’s Degree in a related field or equivalent knowledge.
• Minimum Experience:
  
  Six years of related administrative experience.
• Physical Cap.failure:
  Ability to work at a computer for extended periods.
• Required Licenses, Certification or Registration:
  None.
• Supervisory Responsibilities/Controls:
  Report to the Executive Officer; general direction provided.
• Work Environment:
  Hybrid Office/Telecommute, expected onsite 60% more during busy seasons; occasional travel between National Academies…