Executive Assistant

Cape Fox Facilities Services is seeking an Executive Assistant to join our team in Washington, DC in support of the USAID.

• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Maintain good communication with OD staff, Institutes, and Centers in order to be aware of last-minute changes.
• Provide high level executive support to up to 2-3 senior leadership team members, including the Director of ORWH.
• Manage/maintain calendars for senior level staff members; prepare daily briefing books as needed. That includes materials for the daily meetings, independently establish appointment priorities, or reschedule or decline appointments or invitations.
• Ensure strict confidentiality of calendar information.
• Handle sensitive and confidential information.
• Note commitments made by executives during meetings and facilitate implementation for staff.
• Schedules and maintains an accurate tracking system of all activities.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Apprise the ORWH Director of upcoming events and speaking engagements. 2
• Ensure that office phone trees are up-to-date and accurate and make updates to reflect arrival/departure of staff.
• Provide parking stickers for visitors as needed; track parking sticker use and reorder with-in the parameters decided by the IC as needed.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
• Adhere to established ORWH protocol on scheduling, notification and preparation of background and briefing materials for all meetings.
• Maintain files according to the ORWH internal policies and principles.
• Update and maintain the emergency contact information and staff listing as needed.
• Update and maintain the emergency contact information and staff listing as needed.
• Plans and completes various special projects.
• Coordinates with and acts as back up to other program support assistants
• Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are in working order to meet daily business needs.
• Generate agenda, record minutes, follow-up on action items for senior leadership meetings. Maintain MS Teams site as directed and needed.
• Note commitments made by executives during meetings and facilitate implementation for staff.
• Coordinate trans-ORWH meetings as directed and needed. Serves as Liaison to ORWH or other NIH staff on various projects as assigned.
• Ensure successful execution of projects and provide updates on project progress to the ORWH Director; ensure that assigned projects stay on task and reach their goals and objectives.
• Develops detailed project plan(s) and apply project management principles to implement projects.
• Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Maintain the office shared drive and common office calendars.
• Confirm meetings via email message with each participant/their assistant with information on the date/time, location, purpose of the meeting and a list of other participants. Send reminder notices for these meetings to participants the day prior to the meeting date.
• Set up and coordinate remote and live meetings and events for the office; query for attendees' schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line is set up correctly and all materials are available for the meeting; make name badges, sign-in sheets and other ways to account for attendance; take meeting notes and document major meeting findings or actions; provide meeting minutes within one week after the meeting occurs.
• Interact with patience and diplomacy at all times in the course of scheduling.
• Arrange office networking events and other outside functions
• Updates databases and spreadsheets and creates reports for management.
• Update and maintain the emergency contact information and staff listing as needed.
• Create spreadsheets, word documents, slides and other documents for senior level staff.
• Develop, maintain and utilize various administrative databases, as needed.
• Set up and format spreadsheets to analyze information, as needed.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
• Maintains inventory and initiates purchase requests.
• Inventory and order office supplies and equipment for senior level staff with the parameters decided by ORWH Leadership; coordinate equipment maintenance; ensure that all commonly used machines (i.e., printers, scanners) are in working order and supplied with paper and toner.
• Assist with the tracking of all Property assigned to senior level staff to determine that all equipment is accounted for and properly assigned.
• Place procurement requests with the proper justifications and supporting documentation through the NIH POTS