Executive Assistant and Office Coordinator - Office of Diversity and Inclusion

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

NAS Building

National Academy of Sciences Engineering Medicine

The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward. https://www.nationalacademies.org/

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Full time

Overview: Provides complex confidential administrative and logistical support requiring broad experience, skill, and knowledge of organization policies and practices to the Office of Diversity and Inclusion (ODI). Conducts research in support of executive and council activities and prepares presentations. Composes correspondence, memoranda, and reports. Screens calls and visitors and independently resolves inquiries. Schedules and maintains the ODI and Executive Officer’s calendar as well as supports the Director of Workforce Diversity. Leads meeting planning for events and programming and travel itineraries and coordinates related arrangements. Typically also responsible for a large function related to the work of the unit, such as project coordination support with the DEI Council, Employee Resource Groups (ERG), providing support and planning for the DEI Speaker series, and curating and managing content for the DEI space on organization’s intranet. <br /><br />Under general guidance, incumbent is responsible for advanced administrative support for a major division executive. Requires a detailed knowledge of organization operations, procedures, and personnel. Makes independent decisions regarding planning, organizing, and scheduling work. Manages assigned function(s)/project(s). Establishes processes/procedures to ensure the effective and efficient operation of administrative operations.<br /><br />
Responsibilities: <strong>ESSENTIAL JOB DUTIES:</strong><br /> <ul> <li>1Manages day-to-day operations of the office, including answering and screening incoming calls and visitors and writing and editing correspondence.&nbsp; Manages activities and correspondence, determining what should be handled by the executive and what can be handled by others.&nbsp; Delegates items to be handled by others and follows-up to ensure proper disposition.&nbsp; Maintains calendars and plans meetings.&nbsp; Schedules and prepares background materials for meetings. Coordinates travel, lodging, and other logistics for meetings.&nbsp; Arranges and participates in conference calls.&nbsp; Creates, maintains, and updates records, databases, and files.</li> <li>Researches and compiles data and information for preparation of presentations and reports.&nbsp; Ensures proper format and adherence to National Academies&rsquo; administrative policies and procedures.&nbsp; Where applicable, coordinates Governing Board/Council materials and proposals for the Presidents&rsquo; committee.</li> <li>Researches and compiles information for use by executive in the conduct of their work.&nbsp; Examples include identifying potential sponsors and preparing background research, planning and preparing outreach activities, and researching and keeping abreast of changes in constituencies and the DEI field.&nbsp;</li> <li>Interacts with all levels of National Academies&rsquo; employees, members, donors, and volunteers as well as the general public, government officials, and distinguished guests.&nbsp; Anticipates the needs of members, etc. and responds independent of direction from executive.&nbsp; Applies broad knowledge of major unit activities to respond directly to inquiries and act independently to resolve issues.</li> <li>Develops documentation specific to unit or board/council and advises staff on related processes and procedures.&nbsp; Ensures consistent application of organizational policies and procedures.</li> <li>Prepares and processes financial paperwork, including expense reports and invoice vouchers, and ensures expenses are within budget parameters.</li> <li>Oversees administration of special projects or programs such as special meetings, council applications and coordinates print production of related materials.&nbsp; May coordinate personnel, information technology, telecommunication, and staff development needs for the unit and serve as time and attendance <span class="WLL2">coordinator.&nbsp;&nbsp;&nbsp;</span> &nbsp;&nbsp;</li> <li>May need to mentor and help trains new administrative staff.&nbsp; May coordinate work-flow for support staff in unit.&nbsp; Coordinates and supervises temporary help.&nbsp;</li> <li>Maintains an appropriate standard of <span class="WLL2">confidentiality.&nbsp;</span> When handling secure, privileged, sensitive, or confidential information and matters, maintains strict confidence and exercises care to prevent disclosure to others.&nbsp; Accesses confidential information for work-related reasons only, following the policies and procedures of the organization. Ensures that any privileged, sensitive, or confidential information is securely stored, disposed of, and transmitted according to the Institutional guidance.&nbsp;</li> </ul> <strong>NONESSENTIAL JOB DUTIES</strong><br /> <ul> <li>Related duties and special projects as assigned.</li> </ul>
Requirements: <strong>Required Knowledge, Skills, and Abilities:</strong> Ability to solve problems of variety and complexity using originality and ingenuity. Ability to operate with appreciable latitude for independent judgment and action. Experience working in complex environment with a high degree of organizational effectiveness. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies&rsquo; departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.<br /><strong>Minimum Education/Training Requirements: </strong>Associate&rsquo;s degree in a related field or equivalent knowledge.<br /><strong>Minimum Experience: </strong>Six years of related administrative experience.<br /><strong>Physical Capabilities:</strong> Ability to work at a computer for extended periods of time.<br /><strong>Required Licenses, Certification or Registration:</strong> None.<br /><strong>Supervisory <span class="WLL2">Responsibilities/Controls:</span> </strong>Reports to the Chief Diversity and Inclusion Officer. <br /><strong>Work Environment: </strong>Office environment with occasional travel between National Academies&rsquo; facilities and to off-site locations.