Executive Assistant - Hybrid

Overview

Join the HJF Team!

HJF is seeking an Executive Assistant who is part of the Operations team within the Diagnostics and Countermeasures Branch (DCB), of the Center for Infectious Disease Research (CIDR), at the Walter Reed Army Institute of Research (WRAIR). The incumbent will primarily orchestrate a variety of administrative tasks in support of the Chief of Operations and Assistant Chief of Operations. Additionally the incumbent will work within the operations team to review and provide recommendations regarding administrative process improvement/development. 

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

Responsibilities

• Serves as the Executive Assistant to the Assistant Chief of Operations. Provides additional support to the Chief of Operations as needed.
• Ensures sensitive and confidential documents, conversations and materials are managed in strict confidence.
• Provides administrative support to include coordination of calls and management of calendars as needed.
• Prepares meeting agendas, tracks action items and summarizes meeting decisions for distribution to the meeting participants for assigned meetings.
• Maintains awareness and tracking of consolidated Operations actions items from multiple meetings or projects. Works with the Assistant Chief of Operations to communicate update to Operations staff regarding changes in Operations priorities as required.
• Works within the Operations Office to review administrative practices and work to develop and implement new or improved processes where necessary.
• Serves as a back up to the Senior Leadership Executive Assistant. This may include, but is not limited to covering for the Senior Leadership Executive Assistant in her absence supporting DCB Executives with administrative tasks as needed.
• Serves as a back up for the Senior Leadership Executive Assistant in purchasing and ordering for DCB. This will include purchasing for the Branch, reviewing orders for completeness, entering information in appropriate databases/applications and following up on purchasing requests as needed to limit delays.
• Provides training in areas of meeting coordination and administrative tasks for junior Administrative Assistants and those personnel who have administrative tasks/responsibilities.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.
  
  

Qualifications

Education and Experience

• Associates Degree in Science or related field required.
• Minimum of 9-10 years experience is required.
  
  

Required Knowledge, Skills And Abilities

• Excellent written, oral and interpersonal communication skills.
• Excellent computer and organizational skills. Ability to succinctly capture decisions and action items during meetings, and to write clear and concise meeting summaries.
• Ability to work independently once trained, excellent record keeping.
• Familiarity with Microsoft Office Suite.
• Ability to identify areas for process improvement for better efficiency.
• Experience with Oracle and Smart-sheet preferred.
• Ability to obtain and maintain a T1/Public Trust background check.
  
  

Work Environment

• This position will take place primarily in an office setting.
  
  

Some positions or sites may require that the incumbent be fully vaccinated against COVID-19. Proof of vaccination may be required.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals With Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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