Executive Assistant

Global Solutions Network Inc.

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

If interested, please provide an up-to-date resume.

SCOPE OF WORK

Serves as a representative for the office on all matters related to implementation of policy, plans, and programs. Directs and implements administrative functions for the office. Keeps the supervisor fully informed of current conditions throughout the organization and takes appropriate action to ensure that administrative activities are properly implemented to support its mission. Analyzes organizational programs and activities through review of reports initiated by the staff, recommendations from subordinate echelons, etc., and initiates or recommends action to correct problems and improve programs. Reviews and makes recommendations on new or changed programs and plans; and formulates and proposes plans, programs and policies to ensure proper and consistent implementation of the organization's goals and objectives. Recommends and implements changes in administrative policies. Maintains liaison and coordination between the organization and other offices in the IC and the NIH. Clarifies and explains policy, plans, and administrative matters or discusses implications of pending issues.

Establishes and implements standards for the efficient operation of the office. Coordinates subordinate staff within the office, ensuring that the administrative and clerical functions required for a smooth and efficient operation are provided. Develops short- and long-term plans for the office, sets priorities, and establishes work requirements. Assigns administrative work based on priorities and personnel availability. Reviews work, accepting, amending or rejecting work as appropriate on behalf of the supervisor. Exercises responsibility for internal control management.

Participates in special projects, as assigned, including drafting guidance and writing memoranda and letters for signature by the supervisor.

Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to follow through on implementation. Arranges meeting space, speakers, and support details for large conferences. Perform other duties as assigned.

Provide support for various administrative tasks.
• Manage senior executive staff schedules, keeping them informed and aware of changes in a fastpaced

environment frequently involving competing priorities. Coordinate/compile all meeting

materials and provide to staff in advance of meetings and ensure that staff attend meetings on

time.
• Coordinate the preparation of a variety of items such as travel requests, professional service

orders, requests for travel, outside activities Form 520, official duty memoranda, leave

authorizations, training requests, individual mass mailings, correspondence, reports and various

forms.
• Provide administrative, procedural and informational resource support; work with staff to

coordinate program workflow
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal

administrative policies and procedures.
• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances

are obtained for recruitment appointments of professional, technical, and support staff, renewal

extension of appointments, reassignments, pay increases adjustments, separation termination,

etc.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms and prepare

and/or collect/compile materials for presentations, meetings, conferences, and ceremonies.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual

reservations, Teams, and other remote connection arrangements; prepare and transmit agendas

and relevant materials; contact and communicate with participants; prepare and distribute

meeting minutes.

Update shared calendars and databases; coordinate filing of office-wide reports and other

activities including performance management documents, awards, committee memberships,

etc.
• Research information requested and provided that information; maintain status of projects; follow

up on actions through contact with office staff.

Produce a wide range of documents; address a variety of office needs which may include word

processing, information management, report preparation, publications, information gathering,

communication, etc.

Acts as point of contact with management and administrative, budget, grants, and/or property

management staff.
• Develop, maintain and utilize various administrative databases and extract data and reports from

various NIH systems, e.g., Query, View, and Report (QVR) or other systems.
• Serve as liaison between senior leadership and division staff; communicate policies, protocols,

regulations, guidelines, and general information.
• Act as focal point and primary initial contact for matters concerning the Office; design and

coordinate systems for communications among staff to facilitate the efficient flow of information

relating to projects and program activities.

Provides guidance to staff on Federal guidelines and procedures.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems

used in the organization.
• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and

procedures.

concerning general administration, organization, procurement, travel, personnel, etc.
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a

variety of high-level programs.
• Provide information to staff on policies and procedures for government travelers and invited

guests.
• Serve as a resource for staff regarding established policy; keep abreast of new guidance and

policies; disseminate information to staff and respond to requests for information regarding status

of projects or actions.

Develops, maintains, and updates documentation, databases, and spreadsheets for personnel,

budget, and travel actions.
• Set-up and format spreadsheets to analyze information.
• Maintain tracking systems; use records management systems to ensure proper filing,

accountability, storage and retrieval of files.
• Assemble and summarize data, background information and other materials from source

materials or automated systems.
• Maintain databases for tracking, analyzing and reporting of all activities including professional

activities, travel and project management.
• Maintain contacts database; update and maintain calendars and shared calendars for multiple

staff members.

Prepares purchase requests and assists with property management.
• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition

of accountable property items.
• Ensure proper implementation of federal personal property management, as defined by federal

laws, regulations, and HHS and NIH Property Management Policies.

Serve as a Property Accountability Officers for accountable property, maintaining required

controls and records, and overseeing inventory in accordance with applicable policy and

regulations.
• Coordinate and process equipment and supply order requests; serve as the point of contact in the

administration of all.
• Oversee management and control of federal property from acquisition to disposal; use the NBS

Sunflower Property System to support property management activities.
• Prepare and track requests and justifications for the purchase of materials, supplies, and office

equipment using government systems, i.e., POTS, on behalf of office staff; follow-up on purchase

and procurement requests; review receiving documentation and reconcile all receiving problems;

maintain records and spreadsheets of all maintenance contracts for office equipment.

Coordinates with management on special projects.
• Coordinate staff responses to data calls.
• Provide direct administrative, procedural, and informational resource support; work with staff to

coordinate program workflow.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage

special projects, draft letters and reports, prepare presentations, develop meeting agendas and

create and update spreadsheets and databases.
• Plan or assist in the planning of special projects involving program issues; work with staff on the

management of special crosscutting initiatives and task force groups to accomplish

programmatic goals.
• Coordinate all administrative aspects of special projects and ensure that management and

administrative activities of the office are properly tracked and completed by the assigned due

date.
• Prepare written correspondence in appropriate format or instructions on a variety of

administrative issues based on personal knowledge of the issues, policies, and/or procedures.
• Attend meetings and prepare summaries, including identifying action items and assignments per

the timeline established for the meeting or project.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing

computer programs.
• Work independently on special projects; research and initiate actions pertaining to operational

issues; coordinate proponents to research; resolve action processing issues.
• Perform a variety of functions such as compiling, retrieving and organization of information, data

entry, researching references for projects, development and analysis of information in to support

decision alternatives.
• Research and propose new administrative procedures.
• Gather and analyze information about processes and programs.
• Research and advise staff on technology needs updates such as laptops, mobile devices and

monitors.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of

information relating to projects and programming activities.
• Assist with maintenance of SharePoint sites and shared electronic document data libraries,

including development and monitoring of content and ensuring that documents and or data

posted to the sites are accurate and filed appropriately.

Use day-to-day observations and analysis of work processes to evaluate program operations;

anticipate potential problems; identify existing problems and inefficiency; develop recommended

solutions.