Senior Action Officer

Key Responsibilities

• Executive Calendar Management
• Prioritize, schedule, reschedule, and coordinate meetings, appointments, and invitations based on executive and organizational priorities.
• Maintain situational awareness across leadership schedules to support seamless coordination.
• Meeting & Event 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.
• Executive & Administrative Support
• Prepare correspondence, memoranda, executive briefings, presentations, and reports.
• Support email management and executive communications.
• Cover 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.
• Office Operations & Coordination
• 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.
• Aid in problem resolution, task prioritization, and workflow coordination.
• Support rapid-turnaround assignments and executive requests.
• Stakeholder Engagement
• Serve as a primary point of contact for internal and external stakeholders including NIH staff, federal agencies, universities, congressional offices, foundations, and public inquiries.
• Cookordinate executive participation in events and leadership engagements.
• Support communication flow among administrative and executive teams.
• Data Tracking & Reporting
• 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.
• Material Preparation & Research Support
• 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.
• Travel Coordination
• Coordinate executive travel arrangements including itineraries, logistics, approvals, and supporting documentation.
• Prepare travel authorizations, expense reports, and travel-related correspondence.

Required Skills

• Education: Bachelor’s degree in Business Administration, Communications, Public Administration, Management, or related discipline.
• Experience: 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.
• Skills: 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 TeamsSharePoint Web-based administrative and workflow systemsScheduling and tracking platforms.

Desired Skills

• General Description of Benefits: Prior NIH, HHS, or federal executive support experience preferred.
• Experience: Supporting senior government leadership or executive offices.
• Familiarity: With federal travel systems and document approval workflows.
• Preferred Experience: With TRAC.