Professional Staff Assistant

What You Will Do

The selected candidate will perform as a Professional Staff Assistant for the Deputy Laboratory Director for Weapons (DDW's) Office. Reporting to the Staff Operations Manager, the selected individual will provide primary support to the WIPO program office, and backup support to the staff within the DDW office, as well as backup support to the various other program offices. This candidate functions as a key member of the DDW Administrative Team, enabling business and operational excellence in support of our mission.

We are seeking an enthusiastic, motivated, results-oriented professional to provide support in all aspects of the business, operational, and programmatic functions.

Work is conducted in a team environment that requires close cooperation, adaptability, taking initiative in completing tasks, excellent communication, and a willingness to provide support where needed. You will maintain a professional office atmosphere and assume responsibility with minimal supervision, demonstrating accuracy and attention to detail, initiative, versatility, tact, and confidentiality in all matters. Must be a motivated performer capable of quickly changing focus, acting independently and comfortable with a broadly defined scope of work.

Must be able to establish priorities for work completion according to deadlines, commitments, and schedules. May support special projects and initiatives. You will work closely with the Staff Operations Manager and other professional and administrative staff within the directorate. Must use discretion with sensitive matters and be able to work cooperatively in a dynamic and diverse office environment while maintaining a positive attitude, professional work atmosphere, and a high degree of customer service.

• Provide professional level guidance and high-level administrative management in all business and operational areas, serve as an advisor to management on a multitude of issues
• Support the DDW personnel and visitors
• Reduce the administrative load of the management team
• Serve as a classified matter custodian (CMC) for DDW office staff

• Demonstrated experience directly supporting senior managers or leadership. Proven record of effectively building and maintaining effective working relationships with all levels of staff (internal and external) to include customers and stakeholders.
• Proven competence in providing advanced-level administrative support and office management in a complex office environment by ensuring office coverage and schedule coordination, developing efficient and effective ways to organize, track and prioritize work, review, and prioritize incoming information, and make decisions regarding appropriate dispensation.
• Demonstrated experience providing calendar management, planning the logistics, managing schedule conflicts, and arranging for local and cross-organizations meetings.
• Demonstrated ability to develop networks effectively with other administrative staff and key contacts outside own area of expertise, both internal and external to the organization is key to success in this position. You will work in a team environment that requires close cooperation, adaptability, taking initiative in completing task, and willingness to provide support wherever needed.
• Demonstrated skills in organizing, prioritizing, and following through to completion on multiple tasks with minimal supervision as well as the proven ability to work effectively under pressure of deadlines, interruptions and changing priorities with a high degree of accuracy and attention to detail.
• Demonstrated experience with business systems (i.e. Time and Labor, Travel, Purchasing) including expert experience with Microsoft applications (e.g., Word, Excel, PowerPoint, Outlook).
• Demonstrated skills and experience with travel requests, purchasing and procurement.
• Demonstrated experience making decisions with some guidance, researching, analyzing, and resolving complex problems, both independently and as a team member.
• Excellent record of dependability, availability, attendance, and punctuality and proven customer service skills.