Executive Secretary, Administrative Assistant (Office of the Director)

Viderity Inc.•Alexandria, VA

16h•Onsite

About The Position

The Executive Secretary provides high-level administrative support to senior leadership in the NSF Office of the Director (OD), in partnership with the Office of Legislative and Public Affairs (OLPA). The role manages executive calendars, correspondence, meetings, and travel, and drafts and edits official issuances, policies, and memos for internal and external distribution. The Executive Secretary serves as a key liaison for leadership, conducts research, prepares reports, maintains standard operating procedures and document libraries, and handles confidential information with discretion. This is an on-site role at NSF in Alexandria, Virginia.

Requirements

Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
At least 5 years of professional writing and editing experience, including at least 3 years drafting office documents such as official memos, internal and external correspondence, and policies.
At least 5 years of experience in administrative coordination, project management, or a combination of the two, and ability to work at a fast pace with tight deadlines.
At least 5 years of experience entering information into databases or tracking systems and creating and formatting reports and presentations.
Familiarity with federal communication requirements, including the Plain Writing Act of 2010 and Section 508 compliance.
Ability to produce written documents and correspondence demonstrating mastery of basic grammar, spelling, and punctuation.
Ability to communicate consistently with professionalism, diplomacy, and tact.

Nice To Haves

A degree in communications, public relations, marketing, data analytics, or a related field is preferred.

Responsibilities

Manage the day-to-day administrative affairs of the client.
Maintain the client's calendar, schedule daily appointments, and resolve scheduling conflicts as needed.
Draft and edit correspondence and official issuances for internal and external distribution.
Draft, review, and edit agency-wide policies, memos, and other documents.
Maintain a style guide that aligns with the NSF brand.
Develop and document standard operating procedures.
Maintain and organize document libraries.
Enter information accurately into databases and tracking systems.
Format reports, presentations, and spreadsheets using basic to intermediate formatting skills.
Prepare meeting agendas, presentation materials, meeting requests, and minutes.
Answer and screen incoming calls and direct calls to the appropriate action officer.
Draft email responses and general correspondence on behalf of the client.
Assist with processing travel, training, and reimbursement requests.
Coordinate interviews, meetings, and panels, communicating with OLPA staff and external stakeholders.
Handle confidential and sensitive information with discretion.