Senior Action Officer

ECS Federal•Bethesda, MD

17h•Onsite

About The Position

ECS is seeking a highly organized, proactive, executive-level Senior Action Officer to provide comprehensive administrative, operational, and executive support to senior leadership in the Immediate Office of the Director (IOD) at the National Heart, Lung, and Blood Institute. This role is a critical part of the executive operations team, supporting complex calendar management, executive coordination, communications, meeting logistics, travel management, workflow tracking, and office operations. The position is based in ECS’s Bethesda, Maryland office. Support services are administrative and advisory in nature and do not include inherently governmental functions. The Senior Action Officer manages executive schedules and meetings, prepares correspondence and briefing materials, tracks leadership commitments and workflow, supports office operations and stakeholder communications, maintains administrative records and reporting systems, conducts research to prepare background materials, and coordinates executive travel.

Requirements

Bachelor’s degree in Business Administration, Communications, Public Administration, Management, or a related discipline, or a high school diploma plus five years of specialized experience in place of the degree.
Experience supporting federal senior executives or leadership teams in a fast-paced professional environment.
Demonstrated experience managing multiple executive calendars and competing priorities.
Experience supporting office operations, executive communications, and workflow coordination.
Exceptional organizational and time management skills.
Strong analytical and problem-solving abilities.
Ability to handle sensitive information with professionalism and discretion.
Excellent written and verbal communication skills.
Ability to support multiple executives simultaneously.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Proficiency with MS Teams, SharePoint, web-based administrative and workflow systems, and scheduling and tracking platforms.

Responsibilities

Manage and coordinate complex calendars for C-level and senior executives in the IOD, prioritizing and scheduling meetings, appointments, and invitations.
Monitor executive calendars for conflicts and operational impacts, and maintain awareness of leadership schedules.
Coordinate meetings, seminars, workshops, conferences, and executive engagements, including rooms, audiovisual needs, agendas, participant communications, and background materials.
Maintain shared calendars and tracking systems and support meeting management strategies and executive scheduling optimization.
Prepare correspondence, memoranda, executive briefings, presentations, and reports.
Support email management and executive communications, and draft and review sensitive communications for executive approval.
Coordinate follow-up actions and track leadership commitments and action items through completion.
Provide day-to-day operational support for executive leadership activities and assist with problem resolution, task prioritization, workflow coordination, rapid-turnaround assignments, and executive requests.
Collaborate with executive assistants, leadership staff, and the Chief of Staff team as part of the IOD operational support team.
Serve as a primary contact for internal and external stakeholders, including NIH staff, federal agencies, universities, congressional offices, foundations, and public inquiries.
Coordinate executive participation in events and leadership engagements and support communication among administrative and executive teams.
Maintain administrative databases, workflow systems, tracking spreadsheets, presentation repositories, and SharePoint documentation.
Track executive commitments, correspondence, and service-level agreement timelines, and compile data.
Conduct database and records searches, consolidate information from multiple systems, and prepare executive background materials and PowerPoint presentations.
Coordinate executive travel, including itineraries, logistics, approvals, and supporting documentation; prepare travel authorizations, expense reports, and travel-related correspondence.