Executive Support Specialist

Job Description

Job Description

mPower is looking for a well-rounded Executive Support Specialist  to join our team. Our team consists of experts and professionals who have experience in management, administration, consulting, and technology. This position seeks to implement positive mission-oriented change, to deliver tangible operational results, and to build and continuously improve the organization.

Job Responsibilities:

• Maintain and update a comprehensive tracking system for Director level assignments, delegated actions, and key milestones.
• Generate and distribute regular status reports for review by federal leadership and follow up on outstanding items.
• Coordinate closely with the Director, Executive Officer, and senior staff to ensure timely task completion.
• Assist federal leadership in assessing incoming assignments and preparing analytical summaries to inform prioritization decisions based on risk, importance, urgency, and organizational impact.
• Provide analytical input to support sequencing of work and operational planning in response to evolving needs.
• Draft and coordinate briefing materials, presentations, memoranda, and official correspondence for review and approval by federal staff supporting the Director.
• Manage document review and approval processes and ensure timely delivery.
• Serve as a coordination point of contact for internal and external stakeholders in support of federal leadership.
• Facilitate clear communication, draft and disseminate meeting summaries, action items, and updates.
• Assist with planning, scheduling, and coordinating executive meetings, workshops, and events.
• Prepare agendas, manage logistics, invite participants, and ensure follow-up on action items.
• Assist federal staff in conducting risk assessments for key initiatives and developing contingency plans, as necessary.
• Continuously review and refine standard operating procedures and provide recommendations to enhance operational efficiency and internal controls.
• Identify potential workflow blockers and propose strategies to mitigate or resolve issues.
• Support quality assurance and process improvement initiatives.
• Collect, analyze, and synthesize operational data and performance metrics.
• Prepare and present summary reports, dashboards, and analytical summaries to support leadership decision making.
• Compile policy reference materials and supporting documentation related to policies, procedures, and regulatory requirements.
• Assist with policy reviews, updates, and communications.
• Assist with onboarding activities and preparation of orientation and training materials.
• Support ongoing professional development initiatives.
• Maintain accurate records of assignments, decisions, correspondence, and official documents.
• Ensure proper archiving, retrieval, and version control in accordance with records management policies.
• Assist with tracking financial data and compiling budget related information to support federal staff responsible for financial management.
• Assist with preparation of financial tracking summaries and reports.

Required Qualifications:

• Bachelor’s degree in business administration, public administration, health administration, management, or a related field: equivalent combinations of education and progressively responsible experience may be considered.

• Minimum four (4) years of experience providing executive, administrative, analytical, or project management support to senior leadership.

• Demonstrated experience coordinating complex assignments, tracking milestones, and managing multiple competing priorities.
• Advanced proficiency in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint, SharePoint).

• Excellent communications skills, both oral and written, including the ability to draft correspondence, presentations, and executive briefing materials.

• Ability to exercise sound judgment and maintain confidentiality when handling sensitive or pre-decisional information.
• Experience working within the federal government, NIH, or another complex research or healthcare organization is highly desirable.

mPower, Inc. is an Equal Opportunity/Affirmative Action employer. Qualified applicants or employees will receive consideration for employment without regard to race, color, religion, ethnic or national origin, ancestry, age, sex, sexual orientation, gender identity, pregnancy (including childbirth or related condition), citizenship, familial status, mental or physical disability status, veteran status, genetic information, other non-disqualifying disability, or any other characteristic protected by law.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.