Senior Executive Assistant - National Academy of Medicine

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.

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/

keywords: about the national academy of medicine (nam),about the position,administration,travel coordination & logistics,financial management,communication, dissemination, and information mgmt,basic research activities,education,experience,knowledge, skills, and abilities,collaboration,communication,mentorship and staff development

Full time

Overview: <strong>Req. No.: R0001929</strong><br /><br /><strong>**Cover letter is encouraged but not required**</strong><br /><br /><strong>About the National Academy of Medicine (NAM)</strong><br />The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine (IOM), is an independent organization of eminent professionals from diverse fields including health and medicine; the natural, social, and behavioral sciences; and beyond. The NAM serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to the nation and the international community. The NAM&rsquo;s mission is to improve health for all by advancing science, accelerating health equity, and providing independent, authoritative, and trusted advice nationally and globally.<br /><br /><strong>About the Position</strong><br />The NAM seeks an experienced and highly-motivated Senior Executive Assistant to support the President of the National Academy of Medicine. Reporting to the Chief of Staff, the Senior Executive Assistant independently performs a broad variety of advanced secretarial and administrative duties in support of the President, including: managing an extremely active calendar of appointments; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; tracking expenses and completing expense reports; and composing and preparing correspondence that is sometimes confidential. The incumbent executes office policies and procedures and ensures compliance with those as well as organization policies and procedures. The incumbent independently resolves both routine and complex problems and inquiries, escalating those with particular complexity to the Chief of Staff or President as needed. <br /><br />The successful candidate will be driven, creative, solutions-oriented, and exercise a high-level of discretion, independent judgment, and tact. The ideal individual will enjoy working within an entrepreneurial environment that is mission-and results-driven and have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Senior Executive Assistant will have the ability to work independently on assigned tasks and projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Responsibilities: <ul> <li><strong>Administration:</strong> Maintains calendar and coordinates both internal and external meetings. Answers and screens incoming calls, and physical and electronic correspondence. Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Works with the Chief of Staff to develop and document procedures and processes related to the President&rsquo;s office, including clear and consistent recordkeeping. Coordinates a variety of sensitive issues with numerous parties.</li> <li><strong>Travel Coordination &amp; Logistics:</strong> Coordinates complex travel for the President and prepares logistics memos and travel itineraries. Collaborates with President&rsquo;s Special Assistant in the preparation of materials for travel to speaking engagements.</li> <li><strong>Financial Management:</strong> Tracks expenses and processes expense reports, invoice vouchers, and honoraria payments. Manages monthly credit card reconciliation and purchases supplies for the President&rsquo;s Office.</li> <li><strong>Communication, Dissemination, and Information Management:</strong> Interacts with all levels of National Academies&rsquo; employees, members, donors, and volunteers as well as the general public, government officials, and distinguished guests. Prepares responses on behalf of the President to staff and constituencies and may also communicate directly on behalf of the President.</li> <li><strong>Basic Research Activities:</strong> Researches and compiles information on behalf of the President&rsquo;s Office. May assist in the preparation of background materials for meetings. Keeps abreast of changes in constituencies.</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 intellectual problems of substantial variety and complexity using originality and ingenuity. Ability to serve as a resource to others in the resolution of complex problems.&nbsp; Ability to use substantial latitude for independent judgment and action.&nbsp; Experience working in complex environment with a high degree of organizational effectiveness.&nbsp; Ability to train and develop staff.&nbsp;&nbsp; Ability to work successfully in a team environment and to form and maintain effective teams. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication.&nbsp; Excellent communication skills with a proven ability to effectively interact with all levels of employees.</p> <p><strong>Minimum Education/Training Requirements:</strong> Bachelors' Degree in a related field, or equivalent knowledge.</p> <p><strong>Minimum Experience: </strong>&nbsp;Eight years of related administrative experience, two of which were in a supervisory capacity.</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:</strong>&nbsp; None.</p> <p><strong>Supervisory Responsibilities/Controls:</strong>&nbsp; Reports to the President and Chief of Staff. General direction is provided.</p>