Highlight Technologies

Executive Assistant

Job Locations US-MD
ID
2021-1870
Type
Full-Time

Overview

Highlight is seeking a full-time Executive Assistant in Rockville/Bethesda, MD. You will provide high level administrative support to the Chief Medical Officer at the All of Us Research Program. Additionally, you will need to be up to date with all current regulations, policies, and procedures. 

Responsibilities

  • Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.
  • Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
  • Communicate with Division staff for edits/ revisions to the personnel list and phone directories; distribute updates within and out of PES.
  • Maintain office records including office procurements and reimbursement procedures.
  • Update/ maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
  • Provide high-level administrative task support within the Branch.
  • Drafts, edits, proofs, format communications correspondence and presentations; finalize meeting agendas and takes minutes during meetings.
  • Schedule and maintain tracking system for all activities.
  • Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
  • Keep government abreast of all commitments via the maintenance of daily calendar.
  • Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel and project management.
  • Research and propose new administrative procedures.
  • Review and summarize the content of incoming materials, specially gathered information, or meetings.
  • Coordinate the new information with background office sources; draw attention to important parts or conflicts.
  • Research and propose new administrative procedures.
  • Stay abreast of and implements current regulations, policies and procedures, update staff on relevant information.
  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
  • Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
  • Extract and consolidate pertinent information.
  • Organize scientific articles and materials.
  • Plan and complete various special projects.
  • Provide editorial and logistical assistance to staff on managing special projects/ activities.
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
  • Establish and prioritize meetings appointment priorities or reschedule or refuse appointments or invitations.
  • Prepare agendas, handouts, and background materials.
  • Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/or handouts copy, print, distribute, etc.
  • After meetings, review the folder notes for items requiring follow-up action; summarize and distribute minutes.
  • Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.
  • Develop and manage databases as needed to track protocol metadata and quality control checks.
  • Update and maintain the Program and Employee Services PES personnel list and phone directories.

Qualifications

  • Ability to obtain a Public Trust clearance.
  • 3+ years of experience providing executive support and general business functions.
  • Associate degree in General Business, Business Management and Administration, or similar.
  • Proficiency with MS Office Suite.
  • Familiarity with Federal operations and regulations.
  • Skills:
    • Executive level support
    • Written Communication
    • Meeting minutes/summary reports
    • Meeting coordination
    • Calendaring
    • Travel planning
    • Data analysis
    • Experience with the following software products:
      • SharePoint
      • MS Office
      • Slack
      • Zoom
      • Google Suite
      • WebEx

About Highlight

For over ten years, Highlight has provided Development and Modernization, Secure IT, and Mission Solution services to our federal government customers. Our team knows the technology; we understand how our customers and their stakeholders work; and we know how to implement industry best practices to deliver high-quality, end-to-end solutions that minimize risk and maximize results.

 

Since our inception, Highlight has had an employee-first mindset. Our mission is to provide employees with rewarding and impactful career opportunities. In 2021, Highlight’s founder and CEO, Rebecca Andino, implemented an Employee Stock Ownership Plan to embody and expand our culture of transparency, teamwork and rewarding the work of our employees. By becoming an ESOP, our employee-owners share in the success of the company through their ownership stake. To learn more about ESOPS, check out: www.esopinfo.org

 

We’re an Equal Opportunity Employer (EOE) that empowers our people to fearlessly drive change - regardless of their race, color, religion, sex, gender identity, sexual orientation, national origin, disability, veteran status, or other characteristics. Our team is dedicated to foster diversity within our teams to promote creativity, innovation, and teamwork to deliver the best solutions for our customers.

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