Executive Assistant - National Academy of Medicine

National Academy of Sciences•Northeast South Bend, IN

4d•Hybrid

About The Position

The NAM seeks an experienced and highly motivated Executive Assistant to support the National Academy of Medicine Executive Officer (EO). Reporting to the EO, the Executive Assistant independently performs a broad variety of advanced administrative, management, and support duties for the EO, including managing an active calendar of appointments; maintaining and overseeing the currency of the EO's priority contact data bases; assembling necessary meeting preparatory materials; arranging travel plans, itineraries, and agendas; compiling documents for travel-related meetings; tracking expenses and completing expense reports; composing and preparing correspondence that is sometimes confidential. The incumbent maintains the manual of NAM policies and procedures, maintaining a continuously updated on-line version, and annually prepares the updated version in hard-copy for NAM staff distribution. In addition, the incumbent maintains and ensures compliance with an EO-specific set of policies and procedures. The incumbent is responsible for quality control of all materials that must be reviewed and approved by the EO. The incumbent independently anticipates problems, and resolves both routine and complex problems and inquiries, escalating those with particular complexity to the EO as needed. The successful candidate will be driven, creative, solutions-oriented, and have a high level of discretion, independent judgment, and tact. The ideal individual will enjoy working within an entrepreneurial, high volume environment that is mission- and results-driven and has the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on assigned tasks and projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

Experience working in fast-paced environments with a high degree of organizational effectiveness.
Ability to arrange and coordinate complex international and domestic travel.
Ability to use substantial latitude for independent judgment and action.
Ability to train and develop staff.
Excellent communication skills with a proven ability to effectively interact and build relationships with all levels of employees through the unit and the National Academies.
Associate's Degree in a related field, or equivalent knowledge.
Six years of related administrative experience.
Ability to work at a computer for extended periods of time.

Responsibilities

Maintains calendar and coordinates both internal and external meetings.
Answers and screens incoming calls, and physical and electronic correspondence.
Works closely and effectively with the EO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Works with the EO to develop and document procedures and processes related to the executive office, including clear and consistent recordkeeping.
Coordinates a variety of sensitive issues with numerous parties.
Assists with researching and compiling information in preparation for presentations and reports.
Prepares draft letters and memos on behalf of the EO.
Keeps abreast of changes in constituencies.
Coordinates travel for the EO and prepares logistics memos, materials, and travel itineraries for external engagements.
Tracks expenses and processes expense reports, invoice vouchers, and honoraria payments.
Manages monthly credit card reconciliation and purchases supplies for the EO Office.
Interacts with all levels of National Academies' employees, members, donors, and volunteers, as well as the general public, government officials, and distinguished guests.
Prepares responses on behalf of the executive office to staff and constituencies and may also communicate directly on behalf of the EO.
Related duties and special projects as assigned.