Executive Administrative Assistant

Overview

Come join a company that strives for Extraordinary People and Exceptional PerformanceChenega Government Mission Solutions, LLC, a Chenega Professional Services’ company, is looking for an Executive Administrative Assistant to directly manage the “day-to-day” of high-level executives in a critical office of the National institutes of Health (NIH). The main duty of this role is to anticipate and relieve the executive of administrative type functions to increase the time an executive has available for executive level responsibilities. The Executive Administrative Assistant will coordinate the work within the NIH Program Support Center (PSC) and support the Director, the Deputy Director, and/or Portfolio Directors in interfacing with PSC Leadership, HHS executives and Deputy Assistant Secretaries, and Stakeholders across the PSC and PSC Partner organizations.

Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee’s knowledge, critical thinking, innovative solutions for our clients.

Responsibilities

• Appointments, Calendars, Schedule, and Customer Service:
  • Scheduling and prioritizing appointments, meetings, and training initiatives.
  • Conflict free calendar management
  • Keeping the PSC Senior Staff informed of all commitments and changes thereto.
  • Screening all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the Principal or Senior Staff.
  • Professional personal presentation as this role will regularly interact with senior-level executives, including but not limited to having a presence within PSC work locations at schedules that are approved by the assigned Principal
• Mail, Correspondence, and Reports:
  • Screen correspondence, publications, directives, and periodicals, and brings those of significance to the Principal and/or and Senior Staff’s attention.
  • Keep PSC and Senior Staff abreast of correspondence and events and maintain this data for their reference.
  • Organize and maintain all office filing systems.
  • Maintain a signature file and monitor documents for the PSC and Senior Staff’s signature, routing to appropriate personnel
  • Create reports (budgetary, informational, weekly, etc.), minutes, and document drafts as requested.
  • In Word and Adobe Acrobat – create and/or complete forms and requested documents and prepares them for signature, if a signature is required.
  • Create routing slips for all correspondence with appropriate officials and locations and provide proper tracking of such
  • Serve as mail and shipping point of contact, maintain all shipping records, and order supplies as necessary.
  • Maintain all contact lists.
  • Manage and track a variety of documents, records.
  • Develop drafts, as requested, manage, track, and route-controlled correspondence.
• Internal and External Contact Work:
  • Return calls when necessary or appropriate on behalf of the Principal.
  • Refer administrative problems/situations to the appropriate individual.
  • Notify the appropriate staff member of the need for information or recommendation and either prepare the draft response or follow up to ensure a timely response by others.
  • Coordinate administrative and logistical aspects of a variety of training/informational events.
  • Take and disseminate minutes at staff meetings and other meetings as requested.
• Meeting Preparation and Assistance:
  • Prepare briefing materials and brief the Principal in advance of meetings, including requesting material from Senior Staff in a timely manner.
  • Prepare meeting agendas, schedule rooms, and notify participants in accordance with scheduling procedures and changes thereto.
  • Set up in-person, virtual, or hybrid meetings and take attendance, as requested.
  • Attends meetings as required to take minutes and record action items.
  • Follows up with appropriate staff to track action items and assure timely completeness.
  • Create PowerPoint presentations for the PSC.
• Travel Coordination:
  • Makes and closes out all travel arrangements for the Principal and/or Senior Staff upon request (including transportation and all logistics) through the agency’s travel management process and other sources as necessary.
  • Assist other related Divisions or groups with travel arrangements if necessary.
  • Research travel requirements and work with host site to communicate necessary preparations to the site staff.
  • Prepare all supplies, displays, and information prior to travel, pack and ship to appropriate locations.
  • Maintain travel files and prepare travel request forms and travel voucher forms for the Principal and Senior Staff.
• Additional Responsibilities
  • Complete any other duties that typically fall within routine Executive Assistant work that are requested by the Principal

Qualifications

• Bachelor's degree in administration, business, or a related field;
• Minimum of 2 years working as an EA for a high-level executive (at least two (2) years of related work experience).
• Prior Federal experience is preferred.
• Must be able to report onsite Monday- Friday

Knowledge, Skills and Abilities:

• Have advanced computer (proficient in the use of Microsoft suite products) and internet research skills.
• Demonstrate excellent oral and written communication skills.
• Be able to handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.
• Be responsible for confidential and time sensitive material.
• Prepare daily briefing materials for leadership.
• Rely on experience and judgment to plan/accomplish goals and anticipate/adapt to leadership needs.
• Have the ability to multitask (supporting multiple personnel and/or projects), meet quick turnaround deadlines, maintain professionalism in high-pressure environment, etc

Final salary determination based on skill-set, qualifications, and approved funding.

Many of our jobs come with great benefits – Some offerings are dependent upon the role, work schedule, or location, and may include the following:

Paid Time Off

PTO / Vacation – 5.67 hours accrued per pay period / 136 hours accrued annually 

Paid Holidays - 11

California residents receive an additional 24 hours of sick leave a year

Health & Wellness

Medical

Dental

Vision

Prescription

Employee Assistance Program

Short- & Long-Term Disability

Life and AD&D Insurance

Spending Account

Flexible Spending Account

Health Savings Account

Health Reimbursement Account

Dependent Care Spending Account

Commuter Benefits

Retirement

401k / 401a

Voluntary Benefits

Hospital Indemnity

Critical Illness

Accident Insurance

Pet Insurance

Legal Insurance

ID Theft Protection

Estimated Salary/Wage

USD $73,000.00/Yr. Up to USD $85,000.00/Yr.

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for general consideration.

Our wide range of benefit options is designed to support and protect employees and their families. Based on eligibility, benefits include medical, dental, vision, prescription plans, wellness programs, income protection, paid leave, and retirement. Positions covered by the McNamara-O'Hara Service Contract Act, Davis-Bacon Act, or a Collective Bargaining Agreement (CBA) will comply with the statute or CBA requirements.

Chenega Corporation and family of companies is an EOE.

Equal Opportunity Employer/Veterans/Disabled

Native preference under PL 93-638.

We participate in the E-Verify Employment Verification Program