Executive Assistant

Job Title Executive Assistant Job Description 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 are not limited to activities such as preparation of travel requests (including air or train tickets, hotels), personnel packages, and Board of Scientific Council review packages. Additionally, this person would be responsible for ordering supplies, calendar management, reserving rooms for various meetings, entering and tracking maintenance requests, preparing office space for new staff, and managing mail 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 agreements, and draft justifications for government signatures 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. - Provide status reports on the progress of 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. Travel Requirements:

0 - 10% Job Requirements: Associate's degree preferred; a minimum of 3 years’ experience providing exceptional administrative support to senior level management and their support staff. Working knowledge of administrative functions and demonstrated success with very little supervision or need for direction. Work independently with a high degree of tact and diplomacy to carry out special assignments. Ability to make critical concise decisions in an ever-changing and often hectic environment. Skill in operating computer-based programs such as Microsoft Word, Excel, PowerPoint, electronic travel systems, and Google e-mail. Cape Fox Corporation, its subsidiaries and affiliates provide equal employment opportunities to all persons and prohibit employment decisions on the basis of race, religion, color, creed, national origin, sex, age, disability, political affiliation, protected veteran status, or sexual orientation. Cape Fox Corporation, its subsidiaries and affiliates offer preference to Cape Fox Corporation shareholders, descendants, and other Native Americans pursuant to Public Law 100-241. Location:

NIH - Bethesda, MD - Bethesda, MD 20892 US (Primary)

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