Executive Assistant

(ID: 2024-5145)

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

Axle is seeking a Executive Assistant to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Neurological Disorders and Stroke (NINDS) located in Bethesda, MD.

Benefits We Offer

100% Medical, Dental & Vision Coverage for EmployeesPaid Time Off and Paid Holidays401K match up to 5%Educational Benefits for Career GrowthEmployee Referral BonusFlexible Spending Accounts:Healthcare (FSA)Parking Reimbursement Account (PRK)Dependent Care Assistant Program (DCAP)Transportation Reimbursement Account (TRN)

Overall Position Summary and Objectives Purpose of position is to provide administrative support for Surgeon-in- Chief at the Clinical Center, NIH

Deliverables

Maintain Calendar and Schedules - DailyMeet with Surgeon-in-Chief - WeeklyMeet with Management Analyst - MonthlyTake comprehensive meeting minutes - Ad-HocMaintain laboratory website - WeeklyCoordinate travel - WeeklyManage TEAMS channel - DailyAssist with Surgeon-in-Chief activities. Track complaints, compliance and sub-committee activities - DailyAssist with ordering supplies - Weekly

Work Details

• Provide high-level administrative task support within the Branch. 1Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks. 2Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. 3Create summaries and reports based on information gathered. 4Schedule and maintain tracking system for all activities. 5Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
• Make recommendations to resolve problems that arise.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• Schedules and maintains an accurate tracking system of all activities.
• Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
• 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.
• Research and propose new administrative procedures.
• Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
• 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.
• Provide editorial and logistical assistance to staff on managing special projects/activities.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staffWork independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• 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.
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
• Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations.
• Contact participants and notify them of topics to be discussed.
• Schedule room and audio visual reservations.
• Prepare agendas, handouts and background materials.
• Work with staff on creation and preparation of presentations and slides ; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
• After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutesUpdates databases and spreadsheets and creates reports for management.
• Develop, maintain and update spreadsheets for personnel, budget and travel actions.
• Develop budget proposals; monitor expenditures.
• Develop and manage databases as needed to track protocol metadata and quality control checks.
• Update and maintain the Program and Employee Services (PES) personnel list and phone directories.
• Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.Develop and/or complete forms and prepare for staff’s signatures.
• Maintains inventory and initiates purchase requests.
• Maintain office records including office procurements and reimbursement procedures.
• Oversee inventory of office supplies.
• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Associate

Additional Qualifications

Field of Study

Business Management and Administration

Software

SharePointMS OfficeWebEx

Skills

Project management, website content managementMeeting minutes/summary reportsExecutive level supportMeeting coordinationAttention to detailCommunicationTravel planningData analysis

Disclaimer: The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.

The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com

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