Executive Assistant

Other

• Coordinate the daytoday office operation including but not limited to problem and conflict resolution organization and prioritization of tasks; respond to written communications.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Note commitments made by executive level during meetings and arrange for staff implementation.
• Independently arrange for staff member to represent organization at conferences and meetings establish appointment priorities and reschedule or refuse appointments or invitations.
• Review outgoing correspondence for executive levels approval and alert writers to any conflict with the file or departure from policies or executive levels viewpoints; make recommendations to resolve problems that arise.
• Ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.
• Review and summarize the content of incoming materials specially gathered
• information; or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Develop maintain and update spreadsheets for personnel budget and travel actions.
• Coordinate the preparation of a variety of items such as travel requests professional service orders requests for sponsored travel (Form 348) outside activities (Form 520)
• official duty memoranda training requests individual/mass mailings correspondence reports and various forms.
• Gather and analyze information about processes and programs; prepare reports letters and other documents for review and input for programs policies and activities.
• Update and develop content for web sites and monitor for currency and accuracy of information.
• Initiate training of new administrative personnel.
• Provide intranet updates and changes.
• Update/maintain shared calendars.
• Coordinate meetings workshops and courses for staff; schedule conference rooms.
• Maintain office records including office procurements and reimbursement procedures.
• Provide support with timekeeping duties.
• Track record and route manuscripts to reviewers.

Provides executive expertise needed to coordinate improve and oversee the overall functioning of the office.

• Coordinate the daytoday office operation including but not limited to problem and conflict resolution organization and prioritization of tasks.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

Schedules and maintains an accurate tracking system of all activities.

• Schedule and maintain tracking system for all activities.

Stays abreast of and implements current regulations policies and procedures and updates staff on relevant information.

• Stay abreast of and implements current regulations policies and procedures; update staff on relevant information.

Plans and completes various special projects.

• Conduct computerized searches of library references scientific publications and other databases;
• Extract and consolidate pertinent information.
• Organize scientific articles and materials.
• Plan and complete various special projects.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• Perform a variety of complex specialized support tasks on an ongoing and ad hoc basis.

Arranges conferences and meetings and contacts attending professionals makes travel arrangements maintains complex schedules and calendars and advises staff on the most effective method and format of presentations.

• Coordinate meetings conference calls seminars workshops and courses for staff; schedule conference rooms.

Updates databases and spreadsheets and creates reports for management.

• Develop maintain and update spreadsheets for personnel budget and travel actions.
• Create summaries and reports based on information gathered.