Administrative Assistant - NAE Executive Office

Job Description Summary

Founded in 1964, the National Academy of Engineering (NAE) is a private, independent, nonprofit institution that provides engineering leadership in service to the nation.

The NAE advances the welfare and prosperity of the nation by providing independent, objective advice to the U.S. government whenever called upon to do so, and by promoting a vibrant engineering profession and public appreciation of engineering.

The NAE is part of the National Academies of Sciences, Engineering, and Medicine, an independent, nonprofit organization chartered by Congress to provide objective analysis and advice to the nation on matters of science, technology, and health.

The Administrative Assistant provides complex administrative and staff support services to the NAE Executive Office. Administers projects and/or processes specific to the unit. This role supports the NAE President and Executive Officer through their principal assistants. Coordinates meeting and travel arrangements for NAE President and Executive Officer, and supports general office operations. Assists with the planning and management of department and NAE Staff meetings.

Serves as the primary support staff member for unit administrative activities and serves as administrative liaison to both internal and external customers. Prepares reports, statistics, and maintains records. May assist in budget preparation or control activities.

Under general supervision, incumbent provides complex administrative support for NAE Executive Office. The job primarily focuses on providing general administrative support for the NAE Executive Office, not programmatic support. Work requires continuous use of detailed knowledge of organizational operations, procedures, and staff. May establish processes/procedures to ensure the effective and efficient operation of routine support functions.

Performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office and director’s calendars, and opening, sorting, and responding to mail. Arranges conference calls. Creates, maintains, and updates records, databases, and files. Plans and coordinates travel, lodging, and other logistics for meetings. Coordinates meeting space, equipment, and catering needs. Prepares meeting materials. Prepares documents to support activities. Prepares and processes invoices, purchase orders, and travel vouchers.

May run reports using Workday. Monitors and tracks expenditures for budget process. Interfaces with staff on issues relating to project activity numbers and related charges, proposals, monthly reports, and invoices. Coordinates and tracks consultant agreements, sub contracts, and proposals. Maintains direct knowledge of institutional policies and procedures affecting the unit’s work and ensures assignments are carried out in accordance with these policies and procedures.

Serves as a resource on National Academies’ policies, procedures, and practices. Researches and compiles information and prepares reports for special projects.

• Related duties and special projects as assigned.

Required Knowledge, Skills, and Abilities: Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to solve problems using selection and application of extensive procedures, precedents, and rules. Ability to operate with some latitude for independent judgment and action. Ability to work successfully in a team environment. Experience working in complex environments with a high degree of organizational effectiveness.

Ability to develop relationships with co-workers, employees in other National Academies’ departments and members through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Keen attention to detail and ability to review and proof own work and the work of others for errors. Proven ability to maintain confidentiality and handle sensitive information appropriately.

Proficiency with office technology and software, including Microsoft Office Suite and…