Executive Assistant

Job Description

Summary:


The Executive Assistant provides complex confidential administrative support requiring broad experience, skill, and knowledge of organization policies and practices to one of the organization'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's or Governing Board/Council'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.

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.


Job Description:

The National Academy of Engineering (NAE), founded in 1964, is a private, independent, nonprofit institution that provides engineering leadership in service to the nation.

The NAE advances the welfare and prosperity of the nation by providing independent, objective advice to the U.S. government whenever called upon to do so, and by promoting a vibrant engineering profession and public appreciation of engineering. The NAE is part of the National Academies of Sciences, Engineering, and Medicine, an independent, nonprofit organization chartered by Congress to provide objective analysis and advice to the nation on matters of science, technology, and health.

The Executive Assistant for the NAE Executive Officer:

• Manages day-to-day operations of the office, including answering and screening incoming calls and visitors and writing and editing correspondence. Manages activities and correspondence, determining what should be handled by the executive and what can be handled by others. Delegates items to be handled by others and follows-up to ensure proper disposition. Maintains calendars and plans meetings. Schedules and prepares background materials for meetings.
  
  Coordinates travel, lodging, and other logistics for meetings. Arranges and participates in conference calls. Creates, maintains, and updates records, databases, and files.
• Researches and compiles data and information for preparation of presentations and reports. Ensures proper format and adherence to National Academies' administrative policies and procedures. Where applicable, coordinates Governing Board/Council materials and proposals for the Presidents' committee.
• Researches and compiles information for use by executive in the conduct of their work. Examples include identifying potential sponsors and preparing background research, planning and preparing outreach activities, and researching and keeping abreast of changes in constituencies.
• Interacts with all levels of National Academies' employees, members, donors, and volunteers as well as the general public, government officials, and distinguished guests. Anticipates the needs of committee members, etc. and responds independent of direction from executive. Applies broad knowledge of major unit activities to respond directly to inquiries and act independently to resolve issues.
• Develops documentation specific to unit or board/council and advises staff on related processes and procedures. Ensures consistent application of organizational policies and procedures.
• Prepares and processes financial paperwork, including expense reports and invoice vouchers, and ensures expenses are within budget parameters.
• Supports a variety of activities related to work of major unit. This may include providing support to Division Chair/committee(s), managing committee appointments, balloting and nomination processes, event planning and management, and responsibility for other significant activities.
• Oversees administration of special projects or programs such as staff awards, meetings, or elections and coordinates print production of related materials. May coordinate personnel, information technology, telecommunication, and staff development needs for the unit and serve as time and attendance coordinator.
• Mentors and trains new administrative staff. May coordinate work-flow for support staff in unit. Coordinates and supervises temporary help.

Please note that this is a temporary position.

NONESSENTIAL JOB DUTIES

• Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: 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…