Executive Assistant Job at Cape Fox Shared Services in Bethesda

Cape Fox Facilities Services is seeking an Executive Assistant to join our team in Washington, DC in support of the USAID. Responsibilities: Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office. Maintain good communication with OD staff, Institutes, and Centers in order to be aware of last-minute changes. Provide high level executive support to up to 2-3 senior leadership team members, including the Director of ORWH. Manage/maintain calendars for senior level staff members; prepare daily briefing books as needed. That includes materials for the daily meetings, independently establish appointment priorities, or reschedule or decline appointments or invitations. Ensure strict confidentiality of calendar information. Handle sensitive and confidential information. Note commitments made by executives during meetings and facilitate implementation for staff. Schedules and maintains an accurate tracking system of all activities. Keep government abreast of all commitments via the maintenance of daily calendar. Apprise the ORWH Director of upcoming events and speaking engagements. Ensure that office phone trees are up-to-date and accurate and make updates to reflect arrival/departure of staff. Provide parking stickers for visitors as needed; track parking sticker use and reorder within the parameters decided by the IC as needed. Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information. Adhere to established ORWH protocol on scheduling, notification and preparation of background and briefing materials for all meetings. Maintain files according to the ORWH internal policies and principles. Update and maintain the emergency contact information and staff listing as needed. Plans and completes various special projects. Coordinates with and acts as back up to other program support assistants. Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are in working order to meet daily business needs. Generate agenda, record minutes, follow-up on action items for senior leadership meetings. Maintain MS Teams site as directed and needed. Coordinate trans-ORWH meetings as directed and needed. Serves as Liaison to ORWH or other NIH staff on various projects as assigned. Ensure successful execution of projects and provide updates on project progress to the ORWH Director; ensure that assigned projects stay on task and reach their goals and objectives. Develops detailed project plan(s) and apply project management principles to implement projects. Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts. Maintain the office shared drive and common office calendars. Confirm meetings via email message with each participant/their assistant with information on the date/time, location, purpose of the meeting and a list of other participants. Send reminder notices for these meetings to participants the day prior to the meeting date. Set up and coordinate remote and live meetings and events for the office; query for attendees' schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line is set up correctly and all materials are available for the meeting; make name badges, sign-in sheets and other ways to account for attendance; take meeting notes and document major meeting findings or actions; provide meeting minutes within one week after the meeting occurs. Interact with patience and diplomacy at all times in the course of scheduling. Arrange office networking events and other outside functions. Updates databases and spreadsheets and creates reports for management. Create spreadsheets, word documents, slides and other documents for senior level staff. Develop, maintain and utilize various administrative databases, as needed. Set up and format spreadsheets to analyze information, as needed. Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities. Maintains inventory and initiates purchase requests. Inventory and order office supplies and equipment for senior level staff with the parameters decided by ORWH Leadership; coordinate equipment maintenance; ensure that all commonly used machines (i.e., printers, scanners) are in working order and supplied with paper and toner. Assist with the tracking of all Property assigned to senior level staff to determine that all equipment is accounted for and properly assigned. Place procurement requests with the proper justifications and supporting documentation through the NIH POTS. #J-18808-Ljbffr