Executive Assistant - NIH

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits. If interested, please provide an up-to-date resume. Responsibilities. Provides support for various procurement and administrative tasks. Schedule meetings, reserve conference rooms, ensure AV equipment needs are met, inform participants of topics to be discussed, provide background information as needed and attend the meeting and provide meeting minutes as requested. Independently, arrange for staff members to represent the organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations. Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office. Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks. Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities. Make recommendations to resolve problems that arise. Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office. Provide high-level administrative task support within the Branch. Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes. Summarize the content of incoming materials, gathered information, or meetings to assist the leadership; coordinate the new information with background office sources; draw attention to important parts or conflicts. Schedules and maintains an accurate tracking system of all activities. Schedule and maintain tracking system for all activities. Keep government abreast of all commitments via the maintenance of daily calendar. Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management. Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information. Review and summarize the content of incoming materials, specially gathered information, or meetings. Coordinate the new information with background office sources; draw attention to important parts or conflicts. Plans and completes various special projects. Assist staff to coordinate project management activities, including routine meetings and development of reports. Conduct computerized searches of library references, scientific publications and other databases. Extract and consolidate pertinent information. Plan and complete various special projects. Research information requested and provide the information; maintain status of projects; follow up on actions through contact with office staff. Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis. Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations. Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature. Establish and prioritize meetings appointment priorities; reschedule or refuse appointments or invitations. Contact participants and notify them of topics to be discussed. Schedule room and audio-visual reservations. Prepare agendas, handouts and background materials. Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.). After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes. Inform meeting participants of topics to be discussed, provide background information as needed and attend the meeting and provide meeting minutes as requested. Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, training requests, individual mass mailings, correspondence, reports and various forms. Updates databases and spreadsheets and creates reports for management. Develop, maintain and update spreadsheets for personnel, budget and travel actions. Develop and manage databases as needed to track protocol metadata and quality control checks. Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES. Develop and/or complete forms and prepare for staff’s signatures. Maintains inventory and initiates purchase requests. Maintain office records including office procurements and reimbursement procedures. Oversee inventory of office supplies. Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items. Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. Qualifications. Associates Degree MS Office skills Concur SharePoint Knowledge of purchasing systems Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.