Executive Assistant Jobs

ICON Government and Public Health Solutions (IGP) is seeking a Executive Assistant to join our team to support the National Institute of Allergy and Infectious Diseases (NIAID).

What you will be doing:

• Provide status reports on the progress on managing these projects/ activities and collaborating with appropriate staff.
• After meetings, review the folder/ notes for items requiring follow-up action; summarize and distribute minutes.
• Gather and analyst information about process and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
• Provide guidance and assistance in developing components of short-term and long-range plans and proposals of the organization’s strategic plans.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms and reserve audio-video equipment.
• Keep government abreast of all commitments via the maintenance of daily calendar(s)
• Prepare purchase requests, maintenance agreements and draft justifications for government signature of needed office supply items.
• Stay abreast of and implement current regulations, policies and procedures, update staff on relevant information.  
• Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.
• Performa a variety of complex, specialized support tasks on an ongoing and ad-hoc basis.
• Develop and manage databases as needed to track protocol metadata and quality control checks.
• Identify strategies to ensure that program and contractual compliance is maintained.
• Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/ or handouts (copy, print, distribute, etc.).
• Plan and complete various special projects.
• Create summaries and reports based on information gathered.
• Coordinate the day-to -day offer operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.
• • Research information requested; maintain status of projects; follow-up on action through contract with office staff.
• Coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Collaborate with administrative staff to ensure all purchase requests are filled in a timely manner.
• Communicate with Division staff for edits/ revision to the personnel list and phone directories; distribute updates within and out of PES.
• Coordinate interoffice activities; inform staff when issues/ concerns arise, so that proper actions can be taken. Make recommendations to resolve problems that arise.
• Contact (meeting) participants and notify them of topics to be discussed.
• Monitor compliance with program policies and procedures
• Provide high-level administrative task support with the branch.
• Provide editorial and logistical assistance to staff on managing special project/ activities.
• Schedule and maintain tracking system for all activities.
• Gather, compile, analyze and evaluate data for performance management goals.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organization, or management to achieve greater economy and efficiency.
• Oversee inventory of office supplies.
• Draft, review and send communication on behalf of the Branch Chief.
• Maintain office records including office procurements and reimbursement procedures.
• Update/ main share calendars; rearrange calendar to accommodate situation of an urgent nature.
• Implement solutions to drive continuous improvement of business processes.
• Review documentation for compliance with policy and procedures interpret instruction for adherence to format; collect data; provide summaries for analysis and interpretation.
• Develop and/ or complete forms and prepare for staff signatures.
• Stay abreast of and implement current regulations, policies and procedures, update staff on relevant information.
• Work independently on special project; research and initiate actions pertaining to operation issues; coordinator proponents to research; resolve action processing issues.
• Prepare agendas, handouts, and background materials.
• Establish and prioritize meetings, appointment priorities or reschedule/ refuse appointments or invitations.
• Receive and summarize the content of incoming materials, specially gathered information, or meetings.
• Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.
• Plan and complete various special projects.
• Research and propose new administrative procedures.

You are:

• Associates degree
• Must be a US Citizen
• Location: Rockville, MD     
• 3 years of experience
• Ability to obtain a Level 5: Public Trust

Preferred:

• Meeting planning
• Attention to details
• Project management skills
• Concur
• MS Office
• Excellent written and verbal communication skills
• Well-organized
• Previous executive level support

***Contingent upon contract award***

Why ICON?
Our focus is to provide you with a comprehensive and competitive total reward package that comprises, not only an excellent level of base pay, but also a wide range of variable pay and recognition programs. In addition, our best in class employee benefits, supportive policies and wellbeing initiatives are tailored to support you and your family at all stages of your career - both now, and into the future.
Our success depends on the knowledge, capabilities and quality of our people. That’s why we are committed to developing our employees in a continuous learning culture - one where we challenge you with engaging work and where every experience adds to your professional development.
ICON, including subsidiaries, is an equal opportunity and inclusive employer and is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know.
Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless - there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.