Corporate Services is seeking a full-time staff associate for the Center for Biosecurity, located in Baltimore, MD. This individual will provide administrative support to the CEO and, as needed, to the COO. The staff associate will be responsible for providing comprehensive administrative and logistics support, managing a complex schedule and calendar, and coordinating travel logistics. This individual will also be responsible for assisting with the preparation of presentations, meeting materials, and special projects. The staff associate will be required to handle confidential information with discretion. This individual should be well organized, have strong administrative skills, and sound communication skills.

 

Under the primary direction of the CEO/COO and general direction from the CIO, the Executive Assistant  provides administrative support to the CEO and, as needed, to the COO. Responsibilities include providing comprehensive administrative and logistics support; managing a complex schedule and calendar; coordinating travel logistics; communicating by phone, e-mail and post with senior executives, colleagues, government officials, and VIPs; and assisting with the preparation of presentations and meeting materials, and special projects as needed. High levels of self-direction, tact, and judgment are required for success in this position, as is the ability to handle confidential information with discretion. Also required is an acute and exacting attention to detail, along with initiative and strong organizational, administrative, and communication skills.​ 

PRIMARY RESPONSIBILITIES & DUTIES

·         Assures that necessary administrative, secretarial, clerical, receptionist, scheduling, and executive support functions are provided to meet the needs of the CEO and, as needed, the COO.

·         Understands and anticipates the priorities and needs of the CEO and provides effective, timely and confidential support and advice; as directed, assists in resetting and priorities or schedules as needed.

·         Manages a complex calendar of commitments; meets regularly with CEO (and COO) to coordinate scheduling, priorities, activities, and administrative duties. 

·         Takes and returns calls to colleagues, professional contacts, government officials and VIPs in a professional manner; screens, manages and redirects telephone calls and correspondence.

·         Arranges travel and meetings by developing itineraries and agendas, scheduling and booking all transportation, arranging lodging and meeting accommodations​ (domestic and international), and  corresponding with meeting participants.

·         Schedules internal and external meetings, interviews, and conference calls; prepares visitor and meeting agendas; greets visitors; coordinates meeting requirements for space, materials, and catering with appropriate staff.

·         Tracks regular external and internal meetings, keeps and updates meeting files; anticipates CEO’s needs and provides information regarding meeting requirements; keeps Center calendar up-to-date and communicates and coordinates with professional staff as needed.

·         Creates and maintains documents and records; organizes and maintains files, both written and electronic; maintains electronic and hard copy file systems. 

·         Keeps CEO contact lists current; maintains spreadsheets and databases of relevant officials, experts, journalists, and others; directs and assists Events Coordinator in keeping event contact list up-to-date.

QUALIFICATIONS

·         Bachelor’s degree in business, administration, English, or related field preferred; Associate degree acceptable.

·         At least 5 years of continuous  experience as Executive Assistant required, preferably in academic, government, or policy/think tank setting; experience working with multidisciplinary professionals desired.

·         Excellent interpersonal and written and verbal communication skills required, with demonstrable ability to communicate clearly and effectively in conversation, in writing, and in e-mail.

·         Strong command of standard written English required, with the ability to apply proficiency in grammar, punctuation, tone, and usage to the task of writing clearly and effectively and proofreading reliably; familiarity with reference citation styles desired.

·         Expertise with MS Office Suite 2007 software required, particularly Outlook, Word, PowerPoint, Explorer, and Excel; proficiency with Adobe Acrobat Professional strongly desired; familiarity with          reference manager software also strongly desired; ability to learn how to use new applications swiftly a must.

·         High level of professionalism, maturity, patience, and flexibility required; must possess and apply strong organizational and time management skills to effectively establish priorities in a dynamic environment.

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