Executive Assistant - Division on Engineering and Physical Sciences

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Keck Center

National Academies of Sciences Engineering Medicine

<br /><br />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: <strong>Req. No.: R0001889</strong><br /><br />The Executive Assistant for the Division on Engineering and Physical Science provides complex confidential administrative support requiring broad experience, skill, and knowledge of organization policies and practices to one of the organization&rsquo;s executives. Conducts research in support of executive/board/council activities and prepares presentations. Composes correspondence, memoranda, and reports. Screens calls and visitors and independently resolves inquiries. Schedules and maintains Executive Officer/Director&rsquo;s or Governing Board/Council&rsquo;s calendar. Plans meetings and travel itineraries and coordinates related arrangements. Typically also responsible for a large function related to the work of the unit, such as committee nominations or support of Division Chair.<br /><br />The mission of the Division on Engineering and Physical Sciences (DEPS) is to provide independent and authoritative science, technology, engineering and related policy advice to the federal government and to the nation and to promote communications between the science and technology community, the federal government, and the interested public.<br /><br />DEPS seeks to assess the role of science and technology in important public policy issues and to advance science and engineering, identifying needed research as well as improvements in data and research methods. In these ways, it fosters better science and technology and their use to support decisions on public policies and programs.<br /><br />DEPS&rsquo; work is organized around four broad areas:<br /> <ul> <li>Unique government missions in defense, space, aerospace, and national security</li> <li>National infrastructure challenges such as energy and environmental systems, information and telecommunications, manufacturing and engineering design, civil engineering, and the constructed environment</li> <li>Science and engineering disciplines such as physics, astronomy, computer science and engineering, materials science and engineering, and the mathematical sciences and their applications.</li> <li>Continuing assessments of federal government laboratories and research programs</li> </ul> <br />Under general guidance, incumbent is responsible for advanced secretarial and 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.
Responsibilities: <ul> <li><strong>Compliance:</strong>&nbsp; Maintains direct knowledge of institutional policies and procedures affecting the unit&rsquo;s work and ensures assignments are carried out in accordance with these policies and procedures.&nbsp; Serves as a resource for National Academies&rsquo; policies, procedures, and practices.</li> <li><strong>Scheduling:</strong>&nbsp; Provides scheduling assistance for Division All Staff meetings, Quarterly Program Reviews, Monthly Board Directors&rsquo; meetings, and Executive Office meetings.</li> <li><strong>Training:</strong>&nbsp; Mentors and trains new administrative staff and holds monthly meetings with administrative staff to share information and best practices.</li> <li><strong>Travel:</strong>&nbsp; Plans and coordinates travel, lodging, and other logistics for the Division Committee meetings that are held twice annually.</li> <li><strong>Publishing:</strong>&nbsp; Performs a variety of advanced office tasks including writing and editing correspondence, maintaining office calendars, and responding to e-mail.</li> <li><strong>Purchase:</strong>&nbsp; Prepares and processes invoices, purchase orders, and travel vouchers.</li> </ul> <p><strong>NONESSENTIAL JOB DUTIES</strong></p> <p>Related duties and special projects as assigned.</p>
Requirements: <p><strong>Required Knowledge, Skills, and Abilities:</strong>&nbsp;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.</p> <p><strong>Minimum Education/Training Requirements:</strong>&nbsp;Associate&rsquo;s degree in a related field or equivalent knowledge.</p> <p><strong>Minimum Experience:&nbsp;</strong>Six years of related administrative experience.</p> <p><strong>Physical Capabilities:</strong>&nbsp;Ability to work at a computer for extended periods of time.</p> <p><strong>Required Licenses, Certification or Registration:&nbsp;</strong>None.</p> <p><strong>Supervisory Responsibilities/Controls:</strong>&nbsp;Reports to Executive Officer/Director. General direction is provided.</p>