FM Talent Source is an enterprise that provides business and workforce solutions to help organizations nationwide overcome business challenges. Our clients include federal, state, and local government agencies, Fortune 500 Companies, and non-profit organizations. Founded in 2004, we have a strong history of providing recruitment strategies and utilizing effective project and quality management methodologies to ensure our clients’ success.
FM Talent combines the technical knowledge of our employees with strong execution to help customers achieve their desired outcomes. This helped our firm earn corporate accolades to include HR Tech Outlook Magazine’s Top 10 HR Consulting Firm (2021), finalist for the U.S. Chamber of Commerce’s Dream Big Awards 2022, the 2022 Globe Award recipient for Culture and Aligned Community, and Contractor of the Year Awards from the U.S. Department of Agriculture (USDA), Food & Safety Inspection Services Division.
FM Talent Recruiting Team works to provide the best possible experience for our clients. We take networking seriously and leverage our relationships to make the biggest impact, we see client relationships as our top priority. This position is contingent upon contract award.
Executive Assistant
Position Summary
This position will independently provide support to satisfy the scientific mission of the National Institute of Nursing Research (NINR). The primary objective is to provide services and deliverables through the performance of support services to the Division of Extramural Science Programs. This position requires a highly organized, proactive and detail-oriented individual who can manage multiple priorities, coordinate complex schedules, and handle sensitive information with discretion.
The Executive Assistant will have a wide range of responsibilities:
• Coordinate day-to-day operations of the Office of the DESP Director
• Supports executive level readiness for meetings by assembling agendas and background material in advance, filing relevant material, and scanning when needed.
• Organize and prioritize tasks, assist with problem and conflict resolution, and responding to written communications.
• Ensure that requests for action or information are relayed to the appropriate staff in the executive level’s absence, relay important or emergency information to executive level.
• Note commitments made by executive level during meetings and arrange for staff implementation.
• Arrange for executive level to represent the organization at conferences and meetings.
• Assist, as needed, with new emerging projects or needs to facilitate the functioning of the Division.
• Coordinate the preparation of documents such as travel requests, requests for sponsored travel (Form 348), training requests, individual/mass mailings, correspondence, reports and various forms.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, and other remote connection arrangements (e.g. Teams); prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Establish and maintain a fiscal year calendar; update shared calendars and databases
• Coordinate filing of office-wide reports and other activities committee memberships, etc.
• Search out information requested (such as by using the internet or NIH intranet) and provide that information
• Track status of projects; follow up on actions through contact with staff
• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Develops, maintains and updates documentation, databases and spreadsheets for division administrative functions such emergency contact list, vacancy packages, and travel actions.
• Support program staff as requested as it relates to on-boarding, purchase requests, travel, building maintenance requests, and office supplies
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• Maintain contacts and other administrative databases.
• Set up and format spreadsheets to analyze information
Key Qualifications
- Bachelor’s degree or equivalent in related field (Business Management / Administration preferred) and some experience in similar or equivalent type position is preferred.
- Expert in use of MS Office suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat
- Proficient in use of virtual platforms (Teams, SharePoint,).
- Working knowledge of social media
- Experience and demonstrated skill in
a. Meeting coordination
b. Federal travel regulations
c. Travel planning
d. Meeting minutes/summary reports
e. Identifying ways to improve the effectiveness and efficiency of work operations
f. Developing new or modified work methods and automating work processes for the conduct of administrative support functions
g. Tracking progress on assigned projects
- Strong oral and written communication skills
- Excellent organizational and time management skills with orientation to detail
- Works effectively on a team, whether as a team leader or member.
- Comfortable interacting with individuals from various backgrounds
- Skills in developing new or modified work methods and automating work processes for the conduct of administrative support functions
- Ability to transcribe and edit documents
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other characteristics protected by law.
