Executive Assistant (Center for Neuroscience and Regenerative Medicine)

Updated: August 23, 2018
Job ID: 214166
Status: Full-Time
Regular/Temporary: Regular
Location: Rockville, MD, United States

Join the HJF Team!

HJF is seeking an Executive Assistant to support the Center for Neuroscience and Regenerative Medicine (CNRM) located at Twinbook Parkway in Rockville, Maryland. HJF provides scientific, technical and programmatic support services to CNRM.

The Executive Assistant will support the CNRM Director and provide administrative and clerical support.  Requires a thorough working knowledge of the Program’s operations and policies and procedures.

Responsibilities:

  1. Receives incoming telephone calls and personal callers.  This involves determining if a call can be referred elsewhere and obtaining required background information if necessary.
  2. Maintains a calendar of appointments and schedules appointments and conferences without prior clearance based on knowledge of supervisor's schedules and previous commitments.
  3. Makes necessary arrangements for conferences and meetings.  Collects and prepares material for supervisor's use for meetings.  Makes all necessary travel arrangements.
  4. Reviews and replies to incoming correspondence.  Drafts reply letters to inquiries.
  5. Receives, screens, and distributes incoming mail and reviews and prepares outgoing correspondence.
  6. Handles detailed matters which are highly confidential and critical. 
  7. Makes high level contacts of a complex nature both inside and outside the Program.
  8. Responsible for scheduling meetings at the request of the Director to include, determining meeting participant availability, identification of meeting location, meeting invitations, and meeting minutes as applicable.
  9. Coordinates mass mailings as needed with Communications Manager.
  10. Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:  Knowledge of the duties, priorities, commitments, policies and program goals and the supervisor; excellent word processing skills and computer skills; ability to anticipate needs, take initiative and follow direction.

Minimum Education/Training Requirements:  BA degree

Minimum Experience:  4 to 6 years directly related experience

Supervisory Responsibilities/Controls:  Supervises clerical staff members

Work Environment:  Office environment

Background: Eligibility to obtain a Common Access Card (CAC); eligibility to obtain and hold a Public Trust background.

HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

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