Executive Assistant

The National Academy of Engineering (NAE), founded in 1964, is a private, independent, nonprofit institution that provides engineering leadership in service to the nation.

The NAE advances the welfare and prosperity of the nationby providing independent, objective advice to the U.S. government whenever called upon to do so, and by promoting a vibrant engineering profession and public appreciation of engineering. The NAE is part of the National Academies of Sciences, Engineering, and Medicine, an independent, nonprofit organization chartered by Congress to provide objective analysis and advice to the nation on matters of science, technology, and health.

The Executive Assistant for the NAE Executive Officer:

• Manages day-to-day operations of the office, including answering and screening incoming calls and visitors and writing and editing correspondence. Manages activities and correspondence, determining what should be handled by the executive and what can be handled by others. Delegates items to be handled by others and follows-up to ensure proper disposition. Maintains calendars and plans meetings. Schedules and prepares background materials for meetings. Coordinates travel, lodging, and other logistics for meetings. Arranges and participates in conference calls. Creates, maintains, and updates records, databases, and files.

• Researches and compiles data and information for preparation of presentations and reports. Ensures proper format and adherence to National Academies' administrative policies and procedures. Where applicable, coordinates Governing Board/Council materials and proposals for the Presidents' committee.

• Researches and compiles information for use by executive in the conduct of their work. Examples include identifying potential sponsors and preparing background research, planning and preparing outreach activities, and researching and keeping abreast of changes in constituencies.

• Interacts with all levels of National Academies' employees, members, donors, and volunteers as well as the general public, government officials, and distinguished guests. Anticipates the needs of committee members, etc. and responds independent of direction from executive. Applies broad knowledge of major unit activities to respond directly to inquiries and act independently to resolve issues.

• Develops documentation specific to unit or board/council and advises staff on related processes and procedures. Ensures consistent application of organizational policies and procedures.

• Prepares and processes financial paperwork, including expense reports and invoice vouchers, and ensures expenses are within budget parameters.

• Supports a variety of activities related to work of major unit. This may include providing support to Division Chair/committee(s), managing committee appointments, balloting and nomination processes, event planning and management, and responsibility for other significant activities.

• Oversees administration of special projects or programs such as staff awards, meetings, or elections and coordinates print production of related materials. May coordinate personnel, information technology, telecommunication, and staff development needs for the unit and serve as time and attendance coordinator.

• Mentors and trains new administrative staff. May coordinate work-flow for support staff in unit. Coordinates and supervises temporary help.

Please note that this is a temporary position.

NONESSENTIAL JOB DUTIES

• Related duties and special projects as assigned.
  

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: Ability to solve problems of variety and complexity using originality and ingenuity. Ability to operate with appreciable latitude for independent judgment and action. Experience working in complex environment with a high degree of organizational effectiveness. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.

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 Executive Officer. General direction is provided.

Work Environment: Office environment with occasional travel between National Academies' facilities and to off-site locations.

Compensation & Benefits: 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 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.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.

Job Family: