Executive Administrative Assistant

Executive Assistant will support the Chief Science Officer and Deputy, Chief Science Officer, for Office of the Chief Science Office (OCSO) and provide executive administrative and project coordination functions for the OCSO staff and all subordinate units to the office. Hours are 730-430PM each day.

Required Skills / Experience:

Must have proven subject matter expertise using all elements off MS Office & Office 365 to include MS Word, Excel, Access, PowerPoint, SharePoint, and an ability to learn other software, if needed.

Flexible, adept at multitasking, and able and willing to build new skills and knowledge in a rapidly evolving political and technical environment.

Bachelor's Degree Preferred

Essential Functions

Drive OCSO administrative duties by addressing the needs of the staff. Some tasks could require extensive organization, rework, consolidation or revision. All tasks are considered urgent in nature and require immediate attention & Communication.

Organize files and perform routine administrative functions document preparation, Army correspondence regulation 25-50 formatting, ARIMS filing, formatting slides, creating and updating MSFT Project files, creating and updating MSFT Visio files, creating and manipulating MSFT Excel files

Manage executives' calendars, including scheduling appointments and prioritizing sensitive matters.

Answer phone, take messages, log in/out correspondence and manage calendars

Coordinate and maintain the file/folders for the OCSO using ARIMS

Support meetings to include making meeting room and bridge reservations, opening rooms, setting up, validating VTC or telephone conferences in advance of meetings, distributing agendas or other general administrative support.

Attend and take minutes for meetings, as needed (Deliverable 2)

Provide coordination with key WRAIR support branches and escorts for invited guests for various meetings or collaborative events

Coordinate in-processing activities for new OCSO staff (military, civilian and contractors) and branch personnel, as required

Monitor training compliance for all assigned staff (military, civilian and contractors)

Review, edit and route reports and presentations to the command suite

Notes: There are 5 branches under this Center. Ability to move fluidly and communicate with varying organizations and personnel is required. Additional duties required are:

Administrative Oversight: Serves as the Admin SME for all branches. This entails being the point of contact for answering questions at the Center level. The candidate must be able to problem solve and seek information being requested by the branches.

Proactive: Initiative and entrepreneurial ownership is a must

Responsiveness: Immediate action on taskers is a must.

Communication: Over communication is a must

Calendar Management: Detailed calendaring required with immediate action

The contractor will be responsible for scheduling events such as the Science Forum, PI Training, and other meetings within the WRAIR.

Coordinate all meeting logistics for meeting (i.e. room reservations, bridge lines, audio/visual (A/V) support, catering orders, travel coordination if required for outside participants).

Provide facilitation and consultation support for strategic events if required.

In Addition

EA will be required to track the center budget and review branch financial documents for center/branch procurements.

EA will arrange and manage travel for the Chief and Deputy Chief Science Officer in the DTS system. Task to include: Processing travel packet, travel voucher, coordinating itinerary and other logistics with OCONUS labs.