Job Description Summary:
*Cover letter is required*About the National Academy of Medicine (NAM)
The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine (IOM), is an independent organization of eminent professionals from diverse fields including health and medicine; the natural, social, and behavioral sciences; and beyond. With the authority of the 1863 Congressional Charter of the National Academy of Sciences, requested and signed by President Abraham Lincoln, the NAM serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to the nation and the international community. The NAM’s mission is to advance science, inform policy, and catalyze action to achieve human health, equity, and well-being.
About the Position
The NAM seeks an experienced and highly motivated Executive Assistant to support the National Academy of Medicine Executive Officer (EO). Reporting to the EO, the Executive Assistant independently performs a broad variety of advanced administrative, management, and support duties for the EO, including managing an active calendar of appointments; maintaining and overseeing the currency of the EO’s priority contact data bases; assembling necessary meeting preparatory materials; arranging travel plans, itineraries, and agendas; compiling documents for travel-related meetings; tracking expenses and completing expense reports; composing and preparing correspondence that is sometimes confidential. The incumbent maintains the manual of NAM policies and procedures, maintaining a continuously updated on-line version, and annually prepares the updated version in hard-copy for NAM staff distribution. In addition, the incumbent maintains and ensures compliance with an EO-specific set of policies and procedures. The incumbent is responsible for quality control of all materials that must be reviewed and approved by the EO. The incumbent independently anticipates problems, and resolves both routine and complex problems and inquiries, escalating those with particular complexity to the EO as needed.
The successful candidate will be driven, creative, solutions-oriented, and have a high level of discretion, independent judgment, and tact. The ideal individual will enjoy working within an entrepreneurial, high volume environment that is mission- and results-driven and has the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on assigned tasks and projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Job Description:
Essential Job Duties:
1. Administration: Maintains calendar and coordinates both internal and external meetings. Answers and screens incoming calls, and physical and electronic correspondence. Works closely and effectively with the EO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Works with the EO to develop and document procedures and processes related to the executive office, including clear and consistent recordkeeping. Coordinates a variety of sensitive issues with numerous parties.
2. Writing and Research Activities: Assists with researching and compiling information in preparation for presentations and reports. Prepares draft letters and memos on behalf of the EO. Keeps abreast of changes in constituencies.
3. Travel Coordination & Logistics: Coordinates travel for the EO and prepares logistics memos, materials, and travel itineraries for external engagements.
4. Financial Management: Tracks expenses and processes expense reports, invoice vouchers, and honoraria payments. Manages monthly credit card reconciliation and purchases supplies for the EO Office.
5. Communication, Dissemination, and Information Management: Interacts with all levels of National Academies’ employees, members, donors, and volunteers, as well as the general public, government officials, and distinguished guests. Prepares responses on behalf of the executive office to staff and constituencies and may also communicate directly on behalf of the EO.
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Experience working in fast-paced environments with a high degree of organizational effectiveness. Ability to arrange and coordinate complex international and domestic travel. Ability to use substantial latitude for independent judgment and action. Ability to train and develop staff. Excellent communication skills with a proven ability to effectively interact and build relationships with all levels of employees through the unit and the National Academies.
Minimum Education/Training Requirements: Associate’s Degree in a related field, or equivalent knowledge.
Minimum Experience: Six years of related administrative experience.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to the Executive Officer. General direction is provided.
Compensation: 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’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. This position is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click here.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60% and more during busy seasons/times for the Executive Officer, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
The National Academies’ Statement on Diversity and Inclusion:
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.
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.
Equal Opportunity Employer:
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 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. 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.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Job Family:
ADMN