Executive Assistant (52568)

Position Objective: The Executive Assistant will support the operational needs while directing the day-to-day administrative function at the National Institute on Aging within the National Institutes of Health.

Duties and Responsibilities:

• Serves as a representative for the office on all matters related to implementation of policy, plans, and programs. Directs and implements administrative functions for the office. Keeps the supervisor fully informed of current conditions throughout the organization and takes appropriate action to ensure that administrative activities are properly implemented to support its mission.
• Analyzes organizational programs and activities through review of reports initiated by the staff, recommendations from subordinate echelons, etc., and initiates or recommends action to correct problems and improve programs.
• Reviews and makes recommendations on new or changed programs and plans; and formulates and proposes plans, programs and policies to ensure proper and consistent implementation of the organization’s goals and objectives.
• Recommends and implements changes in administrative policies.
• Maintains liaison and coordination between the organization and other offices in the IC and the NIH. Clarifies and explains policy, plans, and administrative matters or discusses implications of pending issues.
• Establishes and implements standards for the efficient operation of the office. Coordinates subordinate staff within the office, ensuring that the administrative and clerical functions required for a smooth and efficient operation are provided. Develops short- and long-term plans for the office, sets priorities, and establishes work requirements. Assigns administrative work based on priorities and personnel availability. Reviews work, accepting, amending or rejecting work as appropriate on behalf of the supervisor. Exercises responsibility for internal document control management.
• Participates in special projects, as assigned, including drafting guidance and writing memoranda and letters for signature by the supervisor.
• Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation. Arranges meeting space, speakers, and support details for large conferences. Perform other duties as assigned
• Travel Planning: Successful completion of Travel Authorization and Voucher training.
• Preparation of Meeting Materials: PowerPoints and flyers, meeting agendas, notetaking, and written correspondence.
• Calendar Management: Manages calendar and Director/Deputy Director schedules.
• Project Oversight & Status Documentation: The core operational documents required for accountability. This includes recurring project status reports, and updated project plans.
• Prepares Outreach Materials: A range of content designed to inform and educate various audiences. This includes website and social media content, newsletters, training materials, and workshop outcome reports.