Executive Assistant - PESMOA

Join the HJF Team!

HJF is seeking an Executive Assistant for the Office of the Vice President for Research (VPR). The incumbent works under the administration direction of the Vice President for Research, or designee, who makes assignments in terms of broad functions and areas of responsibility, and is responsible for providing executive administrative service to the Vice President and Assistant Vice Presidents (AVPs) in planning, and carrying out the broad and diverse policies, plans, and programs of the VPR. The employee exercises considerable latitude and professional judgment in determining, planning, and carrying out assignments. Much of the employee's work is self-generated based on the intimate knowledge of the Vice President's policies, plans and viewpoints. Work is considered authoritative and is evaluated in terms of compliance with broad policy and responsiveness to the needs of the Vice President.

This position will be in support of Office of the Vice President for Research (VPR), onsite in Bethesda, MD.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike.Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

• Receives incoming telephone calls, emails and in-person visitors for the Vice President for Research (VPR). Determines if a call/email can be referred elsewhere, and obtains required background information, if necessary. Provides back-up support to senior administrative support personnel in VPR.
• Maintains a calendar of appointments including scheduling appointments and conferences without prior clearance based on knowledge of the VPR's schedules and previous commitments. Makes necessary arrangements for conferences and meetings once concurrence is received. Collects and prepares material for VPR's use for meetings.
• Makes necessary arrangements for conferences and meetings. Supports Research Assistant Vice Presidents in the same. Collects and prepares material for supervisor's use for meetings. Assists VPR with travel orders, ensuring that the VPR authorization is correctly entered into the Defense Travel System (DTS), and upon the traveler's return ensures a voucher is filed within five business days along with the required receipts. Troubleshoots with DTS support staff as needed on behalf of VPR.
• Prepares correspondence as requested by VPR including a variety of materials that will be used at scientific talks and lectures. Prepares PowerPoint slides, graphs, tables, charts, and other data for incorporation into the presentation. Assists the Vice President in preparation for speeches and reports by gathering material for use in supporting presentations. Edits material, suggesting rewording and/or arrangement of material as appropriate. Responds directly and independently to various inquiries, as appropriate. Manages documentation tracking system for obtaining VPR signatures and review of University documents. Maintains records IAW with Record Management System requirements.
• Meets with VPR management/administrators and other key personnel to obtain or exchange information relevant to the numerous areas of interest and relevance to the Office of the Vice President operations. Screens calls and coordinates visits to the office, handling most issues and concerns. Frequently makes high level contacts both inside and outside of USU which require a high degree of tact, discretion, and diplomacy.
• Within their capacity, address detailed matters which are highly confidential and critical.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in
  required training for role.

Education and Experience

• Associates Degree required. Additional years of experience can be replaced in leu of an Associate's Degree.
• Minimum of 9-10 years experience is required.

Required Knowledge, Skills and Abilities

• Excellent oral and written communication skills; Skilled in writing to produce analytical reports, staff reports, executive summaries, information papers, point papers, etc.
• Skill in oral communication to interact with all personnel regarding the business of the VPR. Ability to be verbally persuasive and garner support on issues important to the Vice President.

• Comprehensive knowledge of the Vice President's views on issues and preferences to handle all routine and non-critical issues on his/her own ability.

• Excellent word processing/typing skills and extreme attention to detail.
• Familiarity with or open to using Artificial Intelligence applications to improve work efficiency.
• Fluency in computer usage; Fluency in the use of Google (Docs, Sheets, Slides, Calendar, etc.) and Microsoft products (Word, Excel, PowerPoint, etc.).
• Ability to anticipate needs, take initiative and follow.
• Ability to obtain and maintain a T1/Public Trust background check.

Work Environment

• This position will take place primarily in an office setting.

Compensation

• The annual salary range for this position is $67,500 - $105,000. Actual salary will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.