Executive Assistant (NINR) Job at LMR Technical Group in Bethesda

LMR Technical Group (LMR) is seeking an Executive Assistant.

Location: Bethesda, MD. Teleworking eligible.

Job Description:

The Executive Assistant will support the NINR's Scientific Director and NINR intramural staff.

Duties and Responsibilities:

• 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.
• Schedules and maintains an accurate tracking system of all activities.
  • Schedule and maintain tracking system for all activities.
  • Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
  • 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.
  • Research and propose new administrative procedures.
  • 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.
  • Research and propose new administrative procedures.
  • Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
  • Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
• Plans and completes various special projects.
  • Conduct computerized searches of library references, scientific publications and other databases;
  • Extract and consolidate pertinent information.
  • Organize scientific articles and materials.
  • Plan and complete various special projects.
  • Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
  • Provide editorial and logistical assistance to staff on managing special projects/activities.
  • 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.
  • Establish and prioritize meetings appointment priorities or 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
• Updates databases and spreadsheets and creates reports for management.
  • Develop, maintain and update spreadsheets for personnel, budget and travel actions.
  • Develop budget proposals; monitor expenditures.
  • Create summaries and reports based on information gathered.
  • Update and maintain the Program and Employee Services (PES) personnel list and phone directories.
  • 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 staffs 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. 1
• Prepares travel requests (including air or train tickets, hotels), personnel packages, and Board of Scientific Council review packages.
• Orders supplies and manages mail including picking up and distributing mail to intramural staff.
• Calendar management, including reserving rooms for various meetings
• Enters and tracks maintenance requests.
• Prepares office space for new staff.
• Other related duties as assigned.

Basic Qualifications:

• Associate's degree in nursing.
• Certified Administrative Assistant certification.
• A minimum of 3-4 years related experience including experience performing general business functions.
• Expertise with MS Office Suite.
• Experience with SharePoint, Concur, Zoom, Teams, ITAS
• Familiarity with Federal operations and regulations including knowledge of the Federal Travel Regulation.
• Previous experience and/or skills in the following areas:
  • Social media, website content management
  • Project management
  • Meeting minutes/summary reports, meeting coordination, and calendaring
  • Travel planning
  • Executive level support
• Ability to lift or carry up to 50 pounds, push or pull up to 45 pounds, reach above shoulder level, stand or walk more than 25 of 30 minutes, bend repeatedly, kneel, crawl, climb, have correctible near vision, distinguish basic colors, perform repetitive activities, have depth perception and use both hands.
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Preferred Qualifications:

• Prior experience working with the National Institute of Health (NIH).

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Expected Salary Range: $70,000 - $85,000 annually. Salary will be based on related experience, education and skills.

LMR's Benefits Plan Includes:

• Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program

About LMR:

LMR is a service-disabled veteran-owned small business that supports technology development and provides comprehensive joint warfighter training by leveraging the skills, experience, and knowledge of its personnel. Our team consists of personnel with diverse backgrounds.

LMR is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other basis protected by applicable federal, state or local law.

LMR will not discriminate against persons because of their disability, including disabled veterans, and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities. If you are interested in applying and require special assistance or accommodations due to a disability, please contact our Human Resources department athr@lmrtec.com.

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