Executive Assistant

Company Name:
National Institutes of Health C
Kelly Government Solutions Program Management Team at the National Institutes of Health provides full life cycle recruiting exclusively for the NIH. Through our partnership with the National Institutes of Health, Kelly Government Solutions offers Information Technology, Engineering, and Healthcare professionals the opportunity to work with one of the most prestigious research organizations in the world! We are currently seeking Operations Coordinator to work onsite with the National Institutes of Health in Framingham, MA.
This position offers:
Competitive Salary
Up to four weeks paid vacation a year
10 Federal Holidays off
Generous 401K contribution (no employee match req.)

National Heart, Lung and Blood Institute
Framingham, MA 01702

Coordinate the day-to-day office operation for fellows, interns, and office staff, including, but not limited to, problem and conflict resolution, organization and prioritization of tasks, and responding to written communications.
Update and maintain calendars for Framingham Senior Directors; schedule appointments; arrange meetings; schedule conference rooms, AV equipment and refreshments; communicate with speakers.
Receive position applications; record pertinent applicant information; set up applicant files; prepare official correspondence to applicants and universities; prepare notification letters to applicants.
Prepare personnel packages for intern, fellow, and staff appointments and renewals.
Use an electronic travel system to coordinate and prepare travel authorizations and vouchers for all fellows, office staff, and meeting guests.
Prepare promotional materials for meeting exhibits and presentations, special events and other events.
Prepare new requests for NHLBI Acting Director for additional operating/personnel funds.
Advise interns, fellows, and other site staff on policy regarding general administrative procedures, and assist them on use of administrative systems.
Request email accounts and phone lines; order computers; request VPN accounts and decal incoming property.
Assist in collecting accurate data and providing summaries for use by fellows, student interns, and senior level staff in making decisions for analysis or for other executive use.
Provide calendar management support for Senior Director in Framingham, interns, fellows, and staff.
Work on special projects and schedule various meetings and conferences.
Input new employee records and update existing records in NED system.
For new employees, create Entrance on Duty (EOD) checklist; enter information in NED system; prepare personnel appointment packages; schedule fingerprint appointments.
Perform general filing, word processing, mailings.

Bachelor's degree in a related discipline.
Minimum of six (6) years related experience.
Expertise with Microsoft Office Suite (MS Word, Excel, PowerPoint, Outlook), Adobe Illustrator and FileMaker Pro.
Experience with NIH systems (POTS and GovTrip)
Strong communications skills, both oral and written.
Excellent organizational and time management skills.
Ability to multi-task and pay close attention to detail.

Note that the phone number for our NIH branch is not listed. Due to the high volume of inquiries, we regret that we cannot accept phone call. All qualified candidates will be contacted.

Operations Coordinator, NIH, National Institutes of Health, NHLBI, National Heart Lung and Blood Institute, Administrative Assistant, Executive Assistant, GovTrip, POTS

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