Executive Assistant (BARDA)

Executive Assistant

Softtek Government Solutions is seeking an Executive Assistant to join BARDA within the Department of Health and Human Services Administration for Strategic Preparedness and Response (ASPR). The Administration for Strategic Preparedness and Response (ASPR) is a public health preparedness and emergency response organization in the Office of the Secretary at the United States Department of Health and Human Services. ASPR was created under the 2006 Pandemic and All Hazards Preparedness Act (and reauthorized in the Pandemic and All Hazards Reauthorization Act of 2013) in the wake of Hurricane Katrina to lead the nation in preventing, preparing for, and responding to the adverse health effects of public health emergencies and disasters.

The ASPR serves as the principal adviser to the HHS Secretary responsible for providing integrated policy coordination and strategic direction with respect to all matters related to public health, medical preparedness, and deployment of the federal response for public health emergencies and incidents. The ASPR heads a Staff Division in the Office of the Secretary, serving as the Secretary's principal advisor on issues related to bioterrorism, and leads a collaborative approach to the department's preparedness, response, and recovery portfolio. In addition to this policy responsibility, the office of the ASPR also has operational responsibilities both for the advanced research and development of MCMs, and for coordination of the federal public health and medical response to incidents. The office of the ASPR serves as the lead official responsible for all federal public health and medical response to public health emergencies and incidents covered by the National Response Framework and National Disaster Recovery Framework. The experts recruited and employed through this professional staffing support services contract will be responsible for advancing the ASPR mission of public health preparedness and emergency response. More specifically, the professional staffing support services required by ASPR span program and functional mission areas including: Advanced Research and Development for Chemical/Biological/Radiological/Nuclear threats, Emerging Infectious Diseases, & Pandemic Influenza (and the associated Regulatory Affairs, Clinical Studies and Modeling); Emergency Preparedness, Emergency Management/Response, Recovery, Logistics Management; Acquisitions/Contracts & Grants Management and Administration; Public Health Policy and Planning; Federal Budget/Financial Management Planning and Analysis; Operations and Administrative Management including: Travel Coordination and Management, Facilities Support & Management, Human Resources, Talent Management & Strategic Federal Staffing, Employee Development and Training Programs Development and Execution, Public Health Preparedness and Emergency Response Communications, Strategic Stakeholder Engagement (Congress/States & Local Government/Industry/Inter/Intra-Agency), and general Program and Project Support and Management.

This position will directly support the BARDA Director, Medical Countermeasures Program Director, and Medical Countermeasure Support Services Director for in office efforts.

This role is onsite up to 5 days a week, with minimal to no travel.

Responsibilities:

• Meeting support for 3 on-site senior leaders (up to five days per week).
  1. On site coordination. The current Constitution Center/Washington, DC is not yet conducive to hybrid meetings which are so critical to our work. This individual will be key in making sure conference rooms are reserved, working with the IT team to ensure IT systems are fully functioning and ready to support individual meetings prior to their start etc.
  2. Attend meetings and take notes.
  3. Assemble meeting due-outs (e.g., post meeting deliverables and action items etc.) and complete post-meeting follow up including collecting necessary information for responses that are requested.
  4. Prepare senior leaders for upcoming meetings. Compile and/or printing information for meeting prep (e.g. read-ahead materials, talking points, directions if meeting is off-site, etc).
  5. Ability to listen to conversations and understand what is and is not important/appropriate to document in written notes.
  6. Send out requests for information, track responses and compile/summarize the submitted information.
• Track daily tasks assigned to 1 or more senior leaders and track tasks to completion through brief daily check in meetings.
• Routing of documents for approval and collating of comments. This does not require the ability to review for technical accuracy but needs to have general understanding of science and able to relay review requirements.
• Working with Chief of Staff/Special Assistants to organize MCMP SharePoint site as well as appropriately name/upload documents. This will be a significant, ongoing effort.
• Monitor calendar for schedule changes and work with MCMP and MCMPSS Directors to accommodate schedule changes. Deconflict meetings that overlap. Notify Directors of changes to their calendars.
• Send out meeting invitations at the direction of the senior leaders.
• Demonstrated ability to effectively handle multiple tasks simultaneously, ensuring timely and efficient completion of competing priorities.
• Proficient in managing a variety of responsibilities in a fast-paced environment while maintaining a high level of accuracy and quality.
• Capable of adjusting to changing priorities and deadlines without compromising performance.

Required Qualifications

Required Experience:

• Experience managing an in-person office and/or provide direct support to leadership for in office efforts.
• Familiarity with Microsoft applications to do basic items such as edits/revisions based on provided comments.
• Experience using SharePoint or similar file sharing software.

Required Education:

• A bachelor degree in 'science' is highly desired, but for this position, experience is far more important. Ideal candidate will have extensive experience and a strong demonstrated track record in areas listed and, in the roles, and responsibilities section.

Required Clearance:

• Public Trust Eligible

About Softtek Government Solutions:

Softtek Government Solutions is a professional services firm focused on addressing our nation's most complex threats and challenges. As a small business we're committed to supporting our clients' missions with services delivered by our diverse and experienced staff. With expertise in cybersecurity, emergency preparedness, and public health, our experience base spans federal, state, and local governments, as well as private sector entities.

Softtek Government Solutions encourages collaborative communication and ongoing learning. Some of our benefits include:

• Extensive training programs
• Gym membership reimbursement
• Education reimbursement
• Technology benefits
• Commuter benefits
• Generous paid time off and much more!

Softtek Government Solutions is an Equal Opportunity Employer (EOE)