Executive Operations Specialist to join our team. Our team consists of experts and professionals who have experience in management, administration, consulting, and technology. This position seeks to implement positive mission-oriented change, to deliver tangible operational results, and to build and continuously improve the organization.
Job Responsibilities:- Serve as the primary point of contact for the Scientific Director with clients, staff, federal agencies, universities, foundations, congressional offices, and the public.
- Implement and coordinate administrative functions for the Scientific Director, ensuring leadership remains informed of organizational activities, issues, and developments that may impact operations or mission objectives.
- Provide administrative and technical support for meetings, conferences, and special events by compiling background materials, preparing documentation, coordinating logistics, and developing reports, briefings, and recommendations based on gathered information.
- Monitor the status of sensitive issues, special concerns, and projects; track milestones and deadlines; alert staff of required actions; and keep the Scientific Director informed of potential risks, delays, or problem areas.
- Analyze organizational programs, activities, and reports to identify operational issues, recommend corrective actions, and support continuous improvement and organizational change initiatives.
- Serve as primary point of contact by coordinating with representatives from within the organization on matters of interest to the Scientific Director.
- Attend meetings on behalf of the Scientific Director as assigned, document commitments and action items, communicate follow-up requirements to staff, and monitor completion of assigned action Review public-facing website content for accuracy, completeness, and currency, providing recommendations and feedback to designated website managers.
- Prepare, review, and process a variety of administrative documents, including travel requests, professional service orders, requests for sponsored travel, outside activities, official duty memoranda, training requests, correspondence, reports, and individual or mass communications.
- Manage and maintain calendars for the Scientific Director and senior staff; coordinate meeting schedules, agendas, materials, and participant communications; and arrange representation at events when leadership is unavailable.
- Relay requests for information or action to appropriate staff during the absence of executive leadership and ensure timely follow-up.
- Maintain administrative databases and tracking systems; analyze data and prepare summaries, metrics, and management reports.
- Support office operations by maintaining staff location information, assisting with personnel-related administrative actions such as payroll correction forms, and coordinating required approvals and documentation.
- Participate in regular team and supervisory meetings to provide status updates, identify potential roadblocks, and support collaborative problem-solving and workload management.
Required Qualifications:- Bachelor's degree in related discipline; four (4) years of specialized experience plus a high school diploma is equivalent to a bachelor's degree;
- Minimum seven (7) years of experience in a related field;
- Strong communications skills, both oral and written;
- Knowledge of Federal policies, procedures, and regulations;
- Knowledge of preparing federal government travel orders using the NBS/CGE travel system;
- Knowledge of federal government procurement processes;
- Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook);
- Strong virtual meetings organization skills (Zooms, Teams, WebEx);
- Excellent organizational and time management skills.
$90,000 - $115,000 a year
