executive special assistant - , MD, United States - Insight Global

Description

2 rounds of interviews.

I will sit in on the first and the final is with the NIH customer but they give FB within 24 hours.

We are looking for a seasoned Executive Special Assistant (EA) to support an Executive Officer (EO) at one of the Institutes at the National Institutes of Health (NIH).

Background Do NOT send this to candidates Internal notes

• This EO is newer and has not had an EA before the last 3 years, so we need someone experienced/seasoned who can offer suggestions of I can help with X and Y has worked well in the past, etc.
• The institute is NIBIB and it is one of the newer institutes and sometimes is a bit disorganized so someone who can help create structure would be really beneficial
• There has been some turnover of EAs. One had poor interpersonal skills and was a bad communicator. For example they would take an extended break and not communicate they would be away from the desk or fail to come in on in office days and not let anyone know. We need someone to be PROACTIVE and OVER COMMUNICATE
• This is a hybrid role but when the EO goes into the office, the EA is expected to be there too. Typically Wednesdays and Thursdays are in office days but sometimes they will need to go in a 3rd day too. Flexibility is key. So is dependability.
• The right fit for the job needs to like working with people and working in a fast paced environment
• Need someone who is confident but not pushy. The EO may be running over in a meeting and the EA will need to privately ping them to remind them of end times. Also needs to be able to listen to EO and bounce ideas around, but not try to manage the EO.

Someone who can come in and create structure*(This EO struggles with timing. Shows up 15 min late to every single meeting...

Does she want someone to keep her on schedule? You can ping her privately like hey wrap it up we have 5 more mins etc but do not announce it to the whole meeting If she keeps going that's on her, she saw it.

But don't just say nothing)

Walking into an organization that seems disorganized at times. Ppl going in diff directions. Trying to implement new process and standardization this new hire is coming in to HELP with these things. Prob need to tell candidates

This person should be a reflection of what she wants of the organizations

Fast paced

Calendaring

Organized

Confident keep Anne kind of on track like hey we need to go to the next meeting. Need to speak up when needed. Not manage the EO but manage the projects to make sure it stays on radar

The client moves a mile a min. very fast. Go go go. Says I want to do X then forgets she said it so someone needs to keep up

Be flexible (with schedule) its okay to take a break but tell the EO like hey I have to walk by dog

Over communicate. Log on and say hey good morning have a great day let me know how you need me etc. let her know you are there

Ppl person, wants to feel connected to this person

When the EO is in the office, the EA has to be in

2 offices - on campus in NIH and the other is right off 270 like 5 miles from campus

Usually in 2 days a week but might be 3 days a week

EO sent email saying what locations they would be at for 3 days a week - known think you have to go in and this person didn't

MH

• Great interpersonal skills: personable, clear and polished written and verbal communication, confident in situations where they may be representing the EO or the institute (i.e. helping at an event).
• Excellent EA skills including: calendaring, adhering to schedules, prepare meeting agendas, run meetings for the EO, take meeting notes, schedule meetings

Proactive and communicative work style

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day.

We are an equal opportunity/affirmative action employer that believes everyone matters.

Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances.

If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to .

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Required Skills & Experience

• Bachelor's degree in related discipline; four (4) years of specialized experience plus a high school

diploma is equivalent to a bachelor's degree;

• Minimum seven (7) years of experience in a related field;
• Strong communications skills, both oral and written;
• Knowledge of Federal policies, procedures, and regulations;
• Knowledge of preparing NIH travel orders using the NBS/CGE travel system;
• Knowledge of NIH procurement processes;
• Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook);
• Strong virtual meetings organization skills (Zooms, Teams, WebEx);
• Excellent organizational and time management skills.

Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching.

Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.