Executive Assistant - Division on Earth and Life Studies

Washington D.C.
Jun 27, 2018
Aug 02, 2018
Engineering, Science
Full Time
Job Description Summary:

Excellent opportunity to work with the nation's advisors on science, engineering, and medicine to provide complex, confidential administrative support to the senior executive in charge of the environmental and natural sciences division Manages communications and meeting planning with sponsors, potential sponsors, and other contacts. Conducts research in support of executive and divisional committee activities, preparing presentation and briefing materials. Screens calls and visitors. Schedules and maintains Executive Director's calendar. Plans bi-annual divisional committee meetings, including venue selection, briefing book preparation, and travel arrangements. May contribute to other event planning and communications work within the division.
Job Description:

1. Program Development Support. Manages communications and correspondence between the Executive Director and sponsors, prospective sponsors and other contacts, including leaders from federal agencies, foundations, state organizations, and advocacy groups in pursuit of program development opportunities. Responsibilities include:

  • Identifying and researching new prospects
  • Scheduling meetings and making travel and logistical arrangements
  • Conducting background research for meetings and preparing presentation and briefing materials

2. Coordination of Divisional Committee. Provides communications and logistics support to a divisional committee comprised of high-level executives. Duties include:

  • Managing bi-annual divisional committee meetings, including venue selection, IT and video arrangements, preparation of agenda and briefing book, and coordination of travel and logistics
  • Preparing a periodic e-newsletter

3. Support of division's internal communications function. Assists in gathering and disseminating internal news and information. Duties include updating and maintaining the division's intranet site content and developing a monthly e-newsletter and slideshow. DELS representative on the Academies' Intranet Content Team.

4. General administrative support. Manages day-to-day operations of the office, including answering and screening incoming calls, greeting visitors, and writing and editing correspondence. Maintains divisional calendars and plans meetings.  Oversees general office management duties.

5. Emergency Planning Coordination.  Develops and updates emergency planning materials and ensures information is shared appropriately to staff and visitors.

6. Special Projects.  Oversees administration of special projects or programs as requested, such as staff All Hands meetings, the division's triennial review, and tradeshows.

Required Knowledge, Skills, and Abilities: 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.

Minimum Education/Training Requirements: Associate's degree in a related field or equivalent knowledge.

Minimum Experience: Six years of related administrative experience.

Physical Capabilities: Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities/Controls: Reports to Executive Officer/Director. General direction is provided.

Work Environment: Office environment with occasional travel between National Academies' facilities and to off-site locations.


Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

Employee Type:EmployeeScheduled Weekly Hours:37.5City/State:Washington, District of Columbia

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