Executive Assistant Job at Cape Fox Shared Services in Bethesda

Cape Fox Facilities Services is seeking an Executive Assistant to join our team in Bethesda, MD in support of the NIH.This person will serve as the executive assistant to the NINR's Scientific Director and NINR intramural staff. Examples of responsibilities include but not limited to activities such as preparation of travel request (including air or train tickets, hotels), personnel packages, Board of Scientific Council review packages. Additionally person would be responsible for order supplies, calendar management, reserving rooms for various meetings, entering and tracking maintenance request, prepare office space new staff, mail management including picking up and distributing mail to intramural staff).

Responsibilities:

• 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.
• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Schedules and maintains an accurate tracking system of all activities.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
• 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.
• 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.