Executive Assistant - NAM Executive Office

7 days left

Location
Washington D.C.
Posted
Feb 23, 2017
Closes
Jun 03, 2017
Function
Administrative
Industry
Engineering
Hours
Full Time
The National Academy of Medicine (NAM) was established in 1970 (as the Institute of Medicine) and is an independent organization of eminent professionals from health and medicine; the natural, social, and behavioral sciences; and other fields. Through its domestic and global initiatives, the National Academy of Medicine works to facilitate and catalyze progress on critical issues in health, health care, and biomedical science.

 

The NAM works together with the National Academy of Sciences and the National Academy of Engineering as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine. 

 

JOB SUMMARY

 

Provides complex confidential administrative support requiring broad experience, skill, and knowledge of organization policies and practices to the Executive Officer (Chief Operating Officer) of the National Academy of Medicine.  Prepares presentations, composes correspondence, memoranda, and reports. Conducts research as indicated. Screens calls and visitors and independently resolves inquiries. Schedules and maintains Executive Officer’s calendar.  Also responsible for supporting the Executive Officer's dual role as Executive Director of a major program.

 

ESSENTIAL JOB DUTIES

 

1. Manages day-to-day operations of the office, including answering and screening incoming calls and visitors and writing and editing correspondence.  Manages activities and correspondence, determining what should be handled by the executive and what can be handled by others.  Delegates items to be handled by others and follows-up to ensure proper disposition.  Maintains calendars and plans meetings.  Schedules and prepares background materials for meetings. Coordinates travel, lodging, and other logistics for meetings.  Arranges and participates in conference calls.  Creates, maintains, and updates records, databases, and files.    

 

2. Screens all materials for accuracy and quality prior to approval or signature of the Executive Officer/Executive Director.

 

3. Researches and compiles data and information for preparation of presentations and reports.  Ensures proper format and adherence to National Academy of Medicine’s administrative policies and procedures. 

 

4. Researches and compiles information for use Executive Officer/Executive Director in the conduct of work.  Examples include identifying potential sponsors and preparing background research, planning and preparing outreach activities, and researching and keeping abreast of changes in constituencies.

 

5. Interacts with all levels of the National Academies’ employees, members, donors, and volunteers as well as the general public, government officials, and distinguished guests.  Anticipates the needs of committee members, etc. and responds independent of direction from executive.  Applies broad knowledge of major unit activities to respond directly to inquiries and act independently to resolve issues.

 

6. Develops documentation specific to unit or board/council and advises staff on related processes and procedures.  Ensures consistent application of organizational policies and procedures.

 

7. Prepares and processes financial paperwork, including expense reports and invoice vouchers, and ensures expenses are within budget parameters.

 

8. Supports a variety of activities, as needed, related to work of the executive staff of the National Academy of Medicine, e.g. planning and implementation of events and other significant activities.

 

9. Oversees administration of special projects or programs, as needed.     

 

10. Mentors and trains new administrative staff.  May coordinate work-flow for support staff in unit.  Coordinates and supervises temporary help.

 

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

 

Keen intelligence and friendly, inclusive spirit. Ability to solve problems of variety and complexity using originality and ingenuity.  Ability to operate with appreciable latitude for independent judgment and action.  Experience working in complex environment with a high degree of organizational effectiveness.  Ability to work successfully in a team environment.  Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication.  Excellent communication skills with a proven ability to effectively interact with all levels of employees. Extreme attention to detail while operating in a fast-paced environment.

 

Bachelor's degree in a related field preferred.


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