Executive Operations Specialist

Job Responsibilities:

Serve as the primary point of contact for the Scientific Director with clients, staff, federal agencies, universities, foundations, congressional offices, and the public.

Implement and coordinate administrative functions for the Scientific Director, ensuring leadership remains informed of organizational activities, issues, and developments that may impact operations or mission objectives.

Provide administrative and technical support for meetings, conferences, and special events by compiling background materials, preparing documentation, coordinating logistics, and developing reports, briefings, and recommendations based on gathered information.

Monitor the status of sensitive issues, special concerns, and projects; track milestones and deadlines; alert staff of required actions; and keep the Scientific Director informed of potential risks, delays, or problem areas.

Analyze organizational programs, activities, and reports to identify operational issues, recommend corrective actions, and support continuous improvement and organizational change initiatives.

Serve as primary point of contact by coordinating with representatives from within the organization on matters of interest to the Scientific Director.

Attend meetings on behalf of the Scientific Director as assigned, document commitments and action items, communicate follow-up requirements to staff, and monitor completion of assigned action     Review public-facing website content for accuracy, completeness, and currency, providing recommendations and feedback to designated website managers.

Prepare, review, and process a variety of administrative documents, including travel requests, professional service orders, requests for sponsored travel, outside activities, official duty memoranda, training requests, correspondence, reports, and individual or mass communications.

Manage and maintain calendars for the Scientific Director and senior staff; coordinate meeting schedules, agendas, materials, and participant communications; and arrange representation at events when leadership is unavailable.

 Relay requests for information or action to appropriate staff during the absence of executive leadership and ensure timely follow-up.

 Maintain administrative databases and tracking systems; analyze data and prepare summaries, metrics, and management reports.

Support office operations by maintaining staff location information, assisting with personnel-related administrative actions such as payroll correction forms, and coordinating required approvals and documentation.

Participate in regular team and supervisory meetings to provide status updates, identify potential roadblocks, and support collaborative problem-solving and workload management.

Required Qualifications:

Bachelor’s degree in related discipline; four (4) years of specialized experience plus a high school diploma is equivalent to a bachelor’s degree;

Minimum seven (7) years of experience in a related field;

Strong communications skills, both oral and written;

Knowledge of Federal policies, procedures, and regulations;

Knowledge of preparing federal government travel orders using the NBS/CGE travel system;

Knowledge of federal government procurement processes;

Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook);

Strong virtual meetings organization skills (Zooms, Teams, WebEx);

Excellent organizational and time management skills.