[Consulting firm in Gaithersburg, MD seeks a Program Support Assistant for the Deputy Director, Office of AIDS Research (OAR), National Institutes of Health (NIH).

Scope of work: This position performs all duties consistent with a Program Support Assistant for the Deputy Director of the OAR, a senior level executive. The individual must always maintain professionalism, composure, and confidentiality. He/she must be able to proactively adjust priorities (sometimes with limited notice) and resolve conflicts presented to him/her with appropriate guidance from senior staff or the Contracting Officers Representative (COR). Diplomacy and negotiation skills are required to make arrangements and work to ensure that meeting requests are responded to appropriately and in a timely manner (e.g., frequent reminders, tracking log, etc.). This individual will also provide backup administrative support to the OAR Director.

Specific duties include, but are not limited to, the following:

Task 1: Front Office Management Serve as a key member of the OAR front office support team. Serve as the OAR Deputy Directors right hand to ensure that the front office functions efficiently so the Deputy Director can focus on the OAR mission. These tasks may also be performed for the OAR Director, if needed. Tasks include, but are not limited to:]{calibri",sans-serif"=""}

• Oversee the Deputy Directors calendar, reconcile competing priorities, respond to meeting requests, and keep the Deputy Director apprised of changes.
• Monitor the calendar and events attended by the OAR Deputy Director to ensure that they leave adjacent meetings on time to attend subsequent meetings.
• Use diplomacy and negotiation skills to plan and ensure that meeting requests are responded to appropriately and in a timely manner.
• Proactively anticipate changes or needed items.
• Maintain and update the Deputy Directors task list in Microsoft Planner.
• Arrange meeting space, confirm attendees schedules, and organize meeting materials before each meeting.
• Set up conference calls, in-person, MS Teams, or ZOOM meetings and ensuring the relevant details and any read-ahead materials are provided to the Deputy Director and meeting attendees prior to the beginning of each meeting.
• Receive visitors, and as needed, directing them to the waiting area, or announcing them before they enter the Deputy Directors office.
• Help maintain the front office as a quiet area conducive to work with minimal distractions.
• Coordinate the development, receipt, and transfer of meeting materials.
• Photocopy and assemble printed materials as needed.
• Ensure that the Deputy Director has sufficient supplies and other materials for work.
• Suggest strategies to improve front office operations, including implementing strategies to organize incoming and outgoing correspondence and other documents for the office.
• Attend scheduled meetings to review status of calendar changes, task block updates, plan-ahead activities and other tasks as needed. Record meeting minutes and summaries and identify follow-up action items for the Deputy Director, as required.
• Provide input to Standard Operating Procedures (SOP) documents to reflect new or updated, and approved procedures.

Deliverables

Weekly reports on projects and ad hoc project updates as requested.

Respond to written and verbal communications daily, or more frequently.

Ensure task blocks are added to calendars based on deadlines and requested times.

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