Executive Support Specialist

Executive Support Specialist - HHS ASPR BARDA

Background:

Softtek Government Solutions is looking for an Executive Support Specialist to support an HHS program - Critical Operations, Research & Expertise (CORE), Scientific and Programmatic Assistance Services - with ASPR/BARDA in Washington, DC.

Personnel on the Critical Operations, Research & Expertise (CORE), Scientific and Programmatic Assistance Services contract will support BARDA in the various areas of interest within the Medical Countermeasures field of Research and Development (R&D)/Analytical Research and Development (AR&D) of biotechnology and biopharmaceuticals. These services are critical in support of BARDA's mission to conduct R&D and AR&D efforts to provide medical countermeasures that address the public health medical consequences of chemical, biological, radiological, and nuclear (CBRN) events, pandemic influenza, and emerging infectious diseases.


Duties/Responsibilities:

• Play a critical role in managing in-person office operations and providing direct support to senior leadership at the Biomedical Advanced Research and Development Authority (BARDA). This position will directly support the BARDA Director, the Medical Countermeasures Program (MCMP) Director, and the Medical Countermeasure Support Services (MCMPSS) Director in facilitating on-site office efforts, ensuring operational efficiency, and maintaining seamless coordination of meetings, schedules, and task management.
• Ensure seamless hybrid and in-person meetings by reserving conference rooms, coordinating with IT teams for technical setup, and troubleshooting issues before meetings begin.
• Attend meetings, take accurate notes, and document key discussions.
• Compile and track meeting deliverables, action items, and required responses.
• Prepare read-ahead materials, talking points, and logistics for off-site meetings.
• Listen actively in meetings to discern critical details, ensuring appropriate documentation while maintaining confidentiality.
• Send out requests for information, track responses, and compile/summarize submissions.
• Maintain oversight of daily assignments for one or more senior leaders, ensuring completion through daily check-in meetings.
• Route documents for approval, compile reviewer comments, and ensure completion within deadlines.
• Collaborate with the Chief of Staff and Special Assistants to organize the MCMP SharePoint site.
• Upload, name, and categorize documents for easy retrieval and reference.
• Monitor and adjust schedules in real-time to accommodate shifting priorities.
• Deconflict overlapping meetings and promptly notify leaders of schedule changes.
• Send out meeting invitations on behalf of senior leadership.
• Effectively manage multiple tasks, ensuring timely and high-quality completion of competing priorities.
• Adjust to evolving priorities and deadlines while maintaining accuracy and efficiency.
• Perform basic edits and revisions in Microsoft applications based on provided comments.
• Utilize SharePoint or similar platforms for document management and collaboration

Required Qualifications and Experience

• Ten (10) years of relevant experience in the role of supporting senior level officials (Senior Executives, Directors, etc.)
• Bachelor's degree desired and a general understanding of scientific terminology to assist in routing appropriately.
• Experience supporting in senior level government or healthcare-related environment(s).
• Proven experience managing an in-person office environment or providing direct support to senior leadership. A self-starter with the ability to critically assess operational needs and recommend appropriate project management methodologies and practices.
• Strong organizational skills, including time management, goal setting, task delegation, performance under pressure, self-motivation, analytical thinking, and exceptional attention to detail with the ability to track tasks to completion and manage multiple tasks simultaneously.
• Proficiency in both written and oral communication with the ability to effectively convey complex information across various audiences.
• Ability to work independently while maintaining close coordination with leadership and support teams.
• Strategic planning to support informed decision-making. Proven ability to facilitate collaboration across multiple workstreams, as well as interagency coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
• Ability to obtain and maintain a NACI Background Check.