Executive Assistant

About the role

Position Objective: The Executive Assistant will provide administrative support services to satisfy the overall operational objectives of the National Institutes of Health, National Library of Medicine, Office of the Director (OD), Office of Administration (OA) within the National Institutes of Health. The primary objective is to provide services and deliverables through performance of executive calendar management, front office support, travel planning and execution in NIH travel systems (GCE and Go.gov), and general administrative support.

Responsibilities

• Effectively manage and maintain the calendar of the NLM Executive Officer and NLM Deputy Executive Officer, ensuring accuracy, coordination, and seamless scheduling.
• Deliver high-quality general office support for the NLM OA in a timely and efficient manner, contributing to the smooth operation of the office and overall mission effectiveness.
• Provide administrative and technical support to internal and external customers.
• Provide administrative and procedural support, collaborating with personnel in making logistical and travel arrangements for NLM OD staff.
• 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.
• Assist with audit reports for NLM timekeeping.
• Maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
• Develop, maintain, and update documentation, databases, and spreadsheets for personnel, budget, and travel actions.
• Provide travel support to staff in all tasks associated with travel.
• Review staff travel for accuracy and stay current with the NLM-specific processes and systems; the latest Federal Government travel processes and procedures; the Concur (CGE) and Go.gov travel systems, and other aspects of the job