Executive Assistant

Position Description Summary:

The Executive Assistant provides comprehensive executive and administrative support to the Office of the Director (OD) at the National Institute of Nursing Research (NINR). This position serves as a key resource in coordinating daily office operations, managing executive-level administrative activities, supporting meetings and events, maintaining records and databases, and ensuring efficient communication and workflow management across the organization.

The successful candidate will independently manage multiple priorities, coordinate administrative processes, prepare a variety of business documents and reports, support travel and training activities, and assist with special projects that contribute to the mission and operational effectiveness of NINR.

Responsibilities:

• Coordinate day-to-day operations of the Office of the Director.
• Support executive-level readiness by preparing agendas, briefing materials, reports, and background documentation for meetings.
• Manage calendars, schedules, and executive priorities.
• Track commitments and action items resulting from meetings and coordinate follow-up activities.
• Relay urgent information and requests during executive absences.
• Assist leadership with representing the organization at meetings, conferences, and special events.
• Plan and coordinate meetings, conferences, and virtual events.
• Reserve conference rooms, audiovisual equipment, and virtual meeting platforms such as Microsoft Teams.
• Prepare and distribute agendas, meeting materials, and meeting minutes.
• Communicate with internal and external stakeholders regarding meeting logistics and participation.
• Prepare correspondence, reports, memoranda, travel authorizations, vouchers, procurement documentation, and other administrative forms.
• Produce, edit, format, and maintain a wide variety of documents and presentations.
• Develop and maintain Standard Operating Procedures (SOPs), guidance documents, and administrative instructions.
• Compile, summarize, and analyze information from multiple sources for management review.
• Support monthly progress reporting and final contract reporting requirements.
• Monitor project status and follow up with staff regarding outstanding actions.
• Support onboarding activities, purchase requests, travel actions, office supply management, and building maintenance requests.
• Coordinate office-wide reporting activities and committee documentation.
• Assist with emerging projects and organizational priorities as assigned.
• Maintain administrative databases, contact lists, spreadsheets, and shared calendars.
• Establish and maintain fiscal year calendars and tracking systems.
• Organize electronic and paper filing systems.
• Research and gather information from NIH systems, the internet, and other sources as requested.
• Develop and maintain spreadsheets and reports to support administrative and operational decision-making.

Skills & Experience:

• Prior experience in a comparable Executive Assistant, Administrative Coordinator, or Senior Administrative Support role.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proficiency with Adobe Acrobat.
• Experience using Microsoft Teams, SharePoint, and other virtual collaboration platforms.
• Strong organizational, prioritization, and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple assignments while maintaining attention to detail.
• Strong customer service and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience providing executive-level administrative support.
• Experience coordinating meetings, conferences, and executive travel.
• Knowledge of Federal travel regulations and travel planning processes.
• Experience preparing meeting minutes, executive summaries, and reports.
• Experience tracking projects and coordinating follow-up actions.
• Experience developing or improving administrative workflows and business processes.
• Familiarity with social media platforms and communication tools.
• Experience maintaining databases, spreadsheets, and records management systems.
• Ability to transcribe, edit, and proofread documents.
• Experience working in a Federal government, healthcare, research, or academic environment is highly desirable.

Education:

• Bachelor's degree in Business Administration, Business Management, Public Administration, Communications, or a related field

Security Clearance Required:

• U.S. Citizenship. Valid Drivers license. May be required to obtain authorization for access to government computer systems.