Executive Assistant - Division of Behavioral and Social Sciences and Education

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: position summary,about dbasse,program development support,coordination of divisional committee,support of division’s internal communications,administrative management and support,special projects,required knowledge, skills, and abilities,communications,minimum education/training requirements,minimum experience,physical capabilities,work environment,compensation

Full time

$70,880 - $88,600

Overview: Requisition Number: R0002347<br /> <br /> Are you ready for an opportunity to provide professional administrative support to senior leadership of an active division of the National Academies of Sciences, Engineering, and Medicine? Apply today to provide complex, confidential administrative support to the senior executive in charge of the Division of Behavioral and Social Sciences and Education (DBASSE). The Executive Assistant manages communications and meeting planning with sponsors, potential sponsors, and other contacts; conducts research in support of executive and divisional committee activities, preparing presentation and briefing materials; screens calls and visitors; and schedules and maintains Executive Director’s calendar. The executive assistant also plans bi-annual divisional committee meetings, including venue selection and travel arrangements, and may contribute to other event planning and communications work within the division. <br /><br />DBASSE is one of seven program-area divisions that enlist the nation's top experts to respond to requests for advice from the Federal Government, states, and foundations. The division focuses the knowledge, analytical tools, and methods of the behavioral and social sciences on some of the nation's most pressing issues in efforts to understand them and to contribute to their solution. Our areas of expertise include (but are not limited to) anthropology, child development, demography, economics, education, history, law, gerontology, linguistics, political science, psychology, sociology, and statistics. The division has eight program units that undertake a wide range of activities, including developing and managing consensus studies that represent a key authoritative source of scientific and technical information for the nation and convening experts to exchange ideas and information through roundtables/forums, standing committees, meetings, and workshops. More information about the work of the division can be found at: www.nationalacademies.org/dbasse.<br /><br />
Responsibilities: <p><strong>Program Development Support</strong>. Manages communications and correspondence between the senior executive and sponsors, prospective sponsors, and other contacts, including leaders from federal agencies, foundations, state organizations, and stakeholder groups in pursuit of program development opportunities. Responsibilities include:</p> <ul> <li>Conducting background research for meetings and preparing presentation and briefing materials</li> <li>Scheduling meetings and making travel and logistical arrangements</li> <li>Preparing and processing financial paperwork, including expense reports and invoice vouchers, and ensures expenses are within budget parameters.</li> </ul> <p><strong>Coordination of Divisional Committee</strong>. Provides communications and logistics support to a divisional committee comprised of high-level executives.&nbsp;Duties include:</p> <ul> <li>Managing bi-annual divisional committee meetings, including venue selection, IT and video arrangements, preparation of agenda and briefing materials, and coordination of travel and logistics</li> <li>Preparing a quarterly committee newsletter</li> </ul> <p><strong>Support of Division&rsquo;s Internal Communications Function</strong>. Assists in gathering and disseminating internal news and information. Duties include:</p> <ul> <li>Updating and maintaining the division&rsquo;s intranet site content</li> <li>Scheduling division staff meetings and inviting guest speakers</li> <li>Organizing monthly division-wide social activities</li> <li>Developing a monthly staff newsletter&nbsp;</li> </ul> <p><strong>Administrative Management and Support</strong>. Supports Executive Director and manages day-to-day office operations. Duties include:</p> <ul> <li>Scheduling and maintaining Executive Director&rsquo;s calendar</li> <li>Answering and screening incoming calls and greeting visitors</li> <li>Managing activities and correspondence, determining what should be handled by the executive and what can be handled by others</li> <li>Scheduling and preparing background materials for meetings</li> <li>Writing and editing correspondence when requested</li> <li>Arranging and participating in conference calls</li> <li>Creating, maintaining, and updating records, databases, and files</li> <li>Overseeing general office management duties including division calendars</li> </ul> <p><strong>Special Projects</strong>.&nbsp; Oversees administration of special projects or programs as requested, such as All Staff meetings and outreach events, such as select conferences, Academies&rsquo; annual meetings, and other cross-institutional events.</p> <p><strong>NONESSENTIAL JOB DUTIES<br /></strong>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> <p><strong>Work Environment:&nbsp;</strong>Hybrid Office/Telecommute environment, expected onsite percentage 40%, with occasional travel between National Academies&rsquo; facilities and to off-site meeting/sponsor locations.</p> <p><strong>Compensation Range: </strong>The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $70,880 - $88,600. Compensation offered to the selected candidate will be based on the candidate&rsquo;s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.&nbsp;</p> <p><strong>The National Academies&rsquo; Statement on Diversity and Inclusion:<br /></strong>We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.</p> <p>We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.&nbsp;&nbsp;</p> <p><strong>Equal Opportunity Employer:<br /></strong>It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of&nbsp; race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws.&nbsp; It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.</p>