Executive Support Specialist

Job Responsibilities:

• Maintain and update a comprehensive tracking system for Director level assignments, delegated actions, and key milestones.
• Generate and distribute regular status reports for review by federal leadership and follow up on outstanding items.
• Coordinate closely with the Director, Executive Officer, and senior staff to ensure timely task completion.
• Assist federal leadership in assessing incoming assignments and preparing analytical summaries to inform prioritization decisions based on risk, importance, urgency, and organizational impact.
• Provide analytical input to support sequencing of work and operational planning in response to evolving needs.
• Draft and coordinate briefing materials, presentations, memoranda, and official correspondence for review and approval by federal staff supporting the Director.
• Manage document review and approval processes and ensure timely delivery.
• Serve as a coordination point of contact for internal and external stakeholders in support of federal leadership.
• Facilitate clear communication, draft and disseminate meeting summaries, action items, and updates.
• Assist with planning, scheduling, and coordinating executive meetings, workshops, and events.
• Prepare agendas, manage logistics, invite participants, and ensure follow-up on action items.
• Assist federal staff in conducting risk assessments for key initiatives and developing contingency plans, as necessary.
• Continuously review and refine standard operating procedures and provide recommendations to enhance operational efficiency and internal controls.
• Identify potential workflow blockers and propose strategies to mitigate or resolve issues.
• Support quality assurance and process improvement initiatives.
• Collect, analyze, and synthesize operational data and performance metrics.
• Prepare and present summary reports, dashboards, and analytical summaries to support leadership decision making.
• Compile policy reference materials and supporting documentation related to policies, procedures, and regulatory requirements.
• Assist with policy reviews, updates, and communications.
• Assist with onboarding activities and preparation of orientation and training materials.
• Support ongoing professional development initiatives.
• Maintain accurate records of assignments, decisions, correspondence, and official documents.
• Ensure proper archiving, retrieval, and version control in accordance with records management policies.
• Assist with tracking financial data and compiling budget related information to support federal staff responsible for financial management.
• Assist with preparation of financial tracking summaries and reports.

Required Qualifications:

• Bachelor’s degree in business administration, public administration, health administration, management, or a related field: equivalent combinations of education and progressively responsible experience may be considered.

• Minimum four (4) years of experience providing executive, administrative, analytical, or project management support to senior leadership.

• Demonstrated experience coordinating complex assignments, tracking milestones, and managing multiple competing priorities.
• Advanced proficiency in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint, SharePoint).

• Excellent communications skills, both oral and written, including the ability to draft correspondence, presentations, and executive briefing materials.

• Ability to exercise sound judgment and maintain confidentiality when handling sensitive or pre-decisional information.
• Experience working within the federal government, NIH, or another complex research or healthcare organization is highly desirable.