Senior Executive Assistant

TSP LLC• US,

14h•$83,000 - $132,000

About The Position

TSPi is seeking a Senior Executive Assistant to support professional and scientific work for the National Institutes of Health (NIH). TSPi excels in meeting the needs of our partners (clients) by offering advanced technology solutions utilizing our industry-specific knowledge, iterative Agile approach, commitment and passion to serve, collaborative and fun team atmosphere, and pride in our work. The successful candidate will provide high-level executive and administrative support to an individual executive or small group of senior leaders. This individual will manage complex schedules and executive-office activities, coordinate meetings and travel, prepare and organize information for executive use, and facilitate interactions with internal and external stakeholders. The ideal candidate is a highly experienced executive support professional who exercises exceptional judgment, discretion, and independence. This individual will anticipate executive needs, independently resolve complex administrative and scheduling matters, manage sensitive and confidential information, and help ensure executives are effectively prepared for meetings, events, presentations, and other responsibilities.

Requirements

Bachelor’s degree plus 12 years of relevant experience, or Master’s degree plus 10 years of relevant experience.
Demonstrated experience supporting programs, projects, or activities for the National Institutes of Health (NIH).
Extensive experience providing executive-level administrative support to senior executives or a small group of senior leaders.
Demonstrated experience independently managing complex executive calendars, schedules, meetings, and competing priorities.
Experience coordinating executive travel, meetings, conferences, and related logistics.
Experience obtaining, organizing, and preparing information and materials for executive meetings, presentations, speeches, reports, and other engagements.
Advanced experience drafting, editing, proofreading, formatting, and producing professional correspondence, reports, presentations, and other executive-level documents.
Demonstrated ability to anticipate executive needs, exercise sound judgment, and independently resolve complex administrative and scheduling matters.
Experience coordinating and communicating with senior internal and external stakeholders on behalf of executives.
Demonstrated ability to manage complex administrative projects and processes with limited oversight.
Strong organizational and time-management skills with exceptional attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Demonstrated ability to handle confidential business, personnel, and other sensitive information with discretion and professionalism.
Proficiency with commonly used office productivity, scheduling, communication, and collaboration tools.

Nice To Haves

Experience providing executive support within NIH, HHS, or another federal health or scientific organization.
Experience supporting senior leadership within a scientific, research, health, public policy, or federal environment.
Experience developing or improving executive-office processes, administrative procedures, or operational workflows.
Experience coordinating high-level meetings or engagements involving senior government officials, executives, or other external stakeholders.
Experience providing guidance or oversight to other administrative professionals.

Responsibilities

Provide comprehensive executive support to an individual executive or small group of senior leaders.
Manage complex executive calendars, schedules, appointments, and priorities, independently resolving conflicts and determining appropriate scheduling approaches.
Coordinate meetings, conferences, and other executive engagements, including scheduling, logistics, materials, and follow-up activities.
Coordinate domestic and/or international travel arrangements, itineraries, and related logistics as required.
Obtain, compile, organize, and prepare information for use in meetings, conferences, speeches, presentations, reports, and other executive activities.
Draft, edit, proofread, format, design, and produce correspondence, reports, presentations, forms, and other executive-level materials.
Manage the flow of information and interactions between supported executives and internal and external stakeholders.
Receive, screen, prioritize, and relay telephone calls, messages, correspondence, requests, and other communications.
Exercise independent judgment in determining the urgency and appropriate handling of requests, inquiries, scheduling matters, and executive-office priorities.
Anticipate executive needs and proactively identify information, materials, scheduling considerations, and follow-up activities necessary to support effective decision-making and engagement.
Track executive commitments, action items, deadlines, and follow-up activities and coordinate with appropriate individuals to support timely completion.
Establish and maintain effective administrative processes, procedures, tracking mechanisms, and workflows supporting executive-office operations.
Manage complex administrative projects and processes with limited oversight and independently determine approaches to achieve desired results.
Coordinate with leadership, staff, clients, and external stakeholders on sensitive or high-priority matters.
Handle confidential business, personnel, and other sensitive information with a high degree of discretion.
Identify and implement improvements to executive support processes, administrative procedures, and office operations.
Provide guidance, coaching, and review of work performed by other administrative professionals as appropriate.
Represent the executive office professionally in interactions with senior internal and external stakeholders.