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Administrative Assistant - Communications and Events

Company: Foundation of the NIH
Location: Rockville
Posted on: January 13, 2022

Job Description:

ABOUT THE ORGANIZATION: The Foundation for the National Institutes of Health (FNIH) creates and manages alliances with public and private institutions in support of the mission of the National Institutes of Health (NIH), the world's premier medical research agency. The Foundation, also known as the FNIH, works with its partners to accelerate biomedical research and strategies against diseases and health concerns in the United States and across the globe. The FNIH organizes and administers research projects; supports education and training of new researchers; organizes educational events and symposia; and administers a series of funds supporting a wide range of health issues. Established by Congress in 1990, the FNIH is a not-for-profit 501(c)(3) charitable organization.EOE STATEMENT: The FNIH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law. The FNIH celebrates diversity and is committed to creating an inclusive environment for all employees.DescriptionThe Foundation for the National Institutes of Health (FNIH) seeks a full-time Administrative Assistant to support our Communications and Events Department. The individual we seek must be able to work in a collaborative environment, helping to ensure efficient operation of both the Events team and the Communications team, and to perform multiple complex administrative, technical duties efficiently and effectively. They will also act as a liaison with other FNIH departments and staff, as well as outside stakeholders involved in FNIH partnerships with government, industry, academia and the nonprofit sector and, occasionally, with the general public. Reporting to the Vice President of Communications and Events, the Administrative Assistant will work in close coordination with the Director of Communications and the Associate Vice President of Meetings and Events. ESSENTIAL FUNCTIONS: Support both the Communications team and the Events team in producing high-quality communications and events, both internally and externally. Monitor both teams' accounts within program and department budgets, track expenditures, provide updates to supervisors as needed, and work with the Finance Department to process payments, reconcile expenses and route invoices for approval. Draft and produce clear and concise correspondence, reports, memos, letters, agendas, and other documents as needed. Provide logistical support for virtual meetings and local in-person meetings when they resume. Assist with communications activities as needed, including managing subscriptions for social media, graphic design, news, website and related services. Manage the Vice President's calendar and schedule, screen callers, and arrange staff travel as directed, interfacing with travel agencies when necessary. Maintain the Events calendar and database in Cvent. Submit contract requests and monitor the status of the requests, working with the Legal team and providing updates to supervisors as needed. Monitor both teams' central email inboxes, gathering and/or providing information as appropriate, directing questions to the appropriate internal staff, and responding to internal and external parties in a courteous and professional manner. Organize department files, mail, and office supplies. Operate office equipment including copiers, fax machines, scanners, and computers; input and retrieve data and text. Serve as a contributing member of the Communications and Events Department, working within a team concept to reach individual, as well as departmental goals.PM21POSITION REQUIREMENTS: Associate or Bachelor's degree preferred, plus 2-3 years' experience with scheduling, calendar management, meeting support, filing, and invoice/payment processing. Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms and other office procedures and terminology Ability to compose and manage business correspondence and to proofread for grammar, spelling and punctuation with a high degree of accuracy Ability to handle multiple interruptions and adjustments to priorities throughout the day Excellent organizational ability in order to set priorities, organize workload, handle multiple responsibilities, meet deadlines and interact with numerous internal staff and external stakeholders on a daily basis Judgment to work independently and ask for guidance when needed Initiative to identify opportunities for improving team processes and building team culture Ability to treat sensitive matters with tact and confidentiality Ability to deal with diverse situations and people in a courteous and professional manner Courage to take on challenges, learn from setbacks, and develop professionally Proficient with Adobe Acrobat Pro and Microsoft Office including Word, Excel, Outlook, and PowerPoint, as well as with videoconference tools, such as Zoom Ability to gain proficiency in Cvent event management software FULL-TIME/PART-TIME: Full-TimeLOCATION: Maryland, RockvillePI160434339

Keywords: Foundation of the NIH, Rockville , Administrative Assistant - Communications and Events, Administration, Clerical , Rockville, Maryland

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