Executive Assistant

Axle•Rockville, MD

4d•$70,000 - $77,000•Onsite

About The Position

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH). Axle is seeking a Executive Assistant to join our vibrant team at the National Institutes of Health (NIH) supporting the Office of the Director (OD) in Rockville, MD. Acting as the point of contact among OSC staff which consist of managing information flow in a timely and accurate manner as well as managing calendars and meeting coordination. 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. 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. Keep government abreast of all commitments via the maintenance of daily calendar. Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information. Review and summarize the content of incoming materials, specially gathered information, or meetings. 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. Extract and consolidate pertinent information. 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. Maintains inventory and initiates purchase requests.

Requirements

Minimum Education: Associate
Certifications & Licenses Certified Administrative Assistant
Field of Study Business Management and Administration
General Business
Miscellaneous Business
Medical Administration
Marketing and Marketing Research
Management Information Systems and Statistics
Computer and Information Systems
Health and Medical Administrative Services
English Language and Literature
Human Services and Community Organization
Software SharePoint
MS Office
Skills Executive level support
Project management, website content management
Meeting minutes/summary reports
Meeting coordination
Scheduling

Responsibilities

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.
Create summaries and reports based on information gathered.
Develop and/or complete forms and prepare for staff’s signatures.
Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
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.
Keep government abreast of all commitments via the maintenance of daily calendar.
Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
Review and summarize the content of incoming materials, specially gathered information, or meetings.
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.
Extract and consolidate pertinent information.
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.
Maintains inventory and initiates purchase requests.