Executive Assistant To Echo Director
- Vision , Medical , Dental , Paid Time Off , Retirement
- Full-Time
(ID: 2024-5209)
Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).
Axle is seeking a Executive Assistant To Echo Director to join our vibrant team at the National Institutes of Health (NIH) supporting the Office of the Director (OD) located in North Bethesda, MD.
Benefits We Offer:
- 100% Medical, Dental & Vision Coverage for Employees
- Paid Time Off and Paid Holidays
- 401K match up to 5%
- Educational Benefits for Career Growth
- Employee Referral Bonus
- Flexible Spending Accounts:
- Healthcare (FSA)
- Parking Reimbursement Account (PRK)
- Dependent Care Assistant Program (DCAP)
- Transportation Reimbursement Account (TRN)
Overall Position Summary and Objectives The purpose of the position is to provide direct executive level support to the ECHO Director.
Deliverables:
- Perform direct executive office support for the ECHO Director.
- Manage calendar appointments and evaluate email and correspondence to determine and prioritize action items and coordinate responses within established deadlines.
- Coordinate ECHO Director travel arrangements, prepare routine travel reservations, authorizations and vouchers using an automated travel system.
- Prepare for and coordinate events and meetings.
- Develop and maintain a system to generate reminders for completion deadlines.
- Resolve complex administrative problems by scheduling and when necessary, rescheduling planned meetings, identifying appropriate contacts, administering databases and files, and finding new information sources.
- Review and verify timecards using an automated timekeeping system and prepare corrections. Prepare purchase requisitions into the automated system, ensuring accurate accounting and routing information. - Daily
Work Details:
- Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items. 1
- Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. 2
- Develop and/or complete forms and prepare for staff's signatures. 3
- Create summaries and reports based on information gathered. 4
- Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations. 5
- 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.
- 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.
- Schedules and maintains an accurate tracking system of 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.
- Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
- Plans and completes various special projects.
- Extract and consolidate pertinent information.
- Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
- Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
- Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
- 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.
- Contact participants and notify them of topics to be discussed.
- Prepare agendas, handouts and background materials.
- Updates databases and spreadsheets and creates reports for management.
- Maintains inventory and initiates purchase requests.
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Minimum Education
Associate
Additional Qualifications:
- Certified Administrative Assistant
- Business Management and Administration
- SharePoint
- MS Office
- Concur
- WebEx
- ITAS
- Executive level support
- Meeting coordination
- Travel planning
- Calendaring
- Scheduling
Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.
The diversity of Axle's employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.
Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com
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