Job description
Overview:
Responsibilities:
A leader in cutting-edge research and technology in the cyber arena, CPMG focuses on using business drivers to guide cybersecurity activities and manage risk. CPMG offers flexible, integrative solutions for Department of Defense (DoD) contractors, among others, and specializes in cybersecurity, information and operational technology, electronic security surveillance, and support services.
Summary:
The Executive Assistant shall provide professional, technical, non-personal services to the Smithsonian’s Office of the Associate Director for Science (ADCS). The Contractor shall serve as the primary and confidential assistant to the ADCS, playing a critical role in the management of the Office of the ADCS, including oversight and awareness of all activities assuring smooth office administration.
Responsibilities:
Essential Job Functions:
- Facilitates, plans and coordinates matters requiring attention of the ADCS.
- Controls ADCS calendar, accepting, declining, rescheduling or arranging alternate representation for meetings, speaking engagements, ceremonies, travel and other obligations.
- Conducts fact finding, liaison and coordination in preparation for meetings.
- Prepares the ADCS daily briefing materials relevant to all meetings.
- Ensure material provided is timely, clear, concise, thoroughly addresses the issues of the ADCS’s immediate interest, and ensuring that all other staff members are aware of and involved in the issue.
- Facilitates all communications, including regular and electronic mail, telephone calls, and personal visits, including preparation for large delegations that visit the museum.
- Reviews proposals, inquiries, recommendations and other communications; gathers, prepares and analyzes for relevance and/or assures that background information is provided.
- Based on knowledge of ADCS’ preferences, forwards items not requiring the ADCS’ attention to other museum staff.
- On Associate Director’s behalf, ensures that all communications include the appropriate managers and staff.
- Follows up to ensure that responses are timely.
- Drafts and reviews all correspondence to ensure that all written materials are in correct format and style and are free of spelling, typing or grammatical errors.
- Coordinates and/or develops agendas for a variety of meetings, including regular Associate Director’s staff meetings, and assists in organizing elements for NMNH Board meetings.
- Assembles background materials; gathers written material for reports from Associate Directors’ reports and synthesizes and writes reports from these documents; attends meetings, taking notes of requirements, commitments, and decisions made; and prepares and distributes minutes or summaries.
- On behalf of the ADCS, develops informational packages to be used on her behalf with various constituency groups, potential donors, and potential senior staff members.
- Researches a wide range of issues for the ADCS involving contacts within the museum, throughout the SI, and within the scientific community.
- Manages office needs, including filing, ordering supplies, maintaining equipment contracts, and coordinating the logistics of various activities including arranging for fund-raising events such as lunches and dinners, board meetings, and Associate Director’s speaking engagements.
- Personally, establishes and maintains the Associate Director’s files, obtaining other materials from other sources as necessary.
- Reviews files annually to determine what material should be retained, destroyed, transferred to other offices, or archived.
- Maintains time and attendance records and supplies.
- Maintains all aspects of the ADCS’s travel including preparation of briefing books in advance of each trip, including background information on the destination and meetings, biographies of attendees, information about the city, etc.
- Prepares, processes, tracks and vouchers the ADCS’s travel, as well as travel for occasional special guests and visitors.
- Responds to requests from donors, high-level officials of government and private industry for special tours or other accommodations.
Necessary Skills and Knowledge:
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
Minimum Qualifications:
- Minimum five (5) years of experience as an Executive Assistant for a complex organization
- Minimum ten (10) years of general administrative experience in an office setting
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