Executive Secretary, Administrative Assistant (Office of the Director)

About the role

The Executive Secretary provides high-level administrative support to senior leadership in the NSF Office of the Director (OD), working in partnership with the Office of Legislative and Public Affairs (OLPA). The role covers executive calendars, correspondence, meetings and travel, and drafts and edits official issuances, policies and memos. It is an on-site position in Alexandria, Virginia.

Key responsibilities

• Manage the day-to-day administrative affairs of the client.
• Maintain the client's calendar, scheduling daily appointments and deconflicting them when necessary.
• Draft and edit correspondence and official issuances for internal and external distribution.
• Draft, review and edit agency-wide policies, memos and other documents, using a style guide aligned with the NSF brand.
• Develop and document standard operating procedures and maintain document libraries.
• Enter information accurately into databases and tracking systems, and format reports, presentations and spreadsheets.
• Prepare meeting agendas, presentation materials, requests and minutes, and handle confidential information with discretion.
• Answer and screen calls, draft email responses, and assist with travel, training and reimbursement requests.
• Coordinate interviews, meetings and panels with OLPA staff and external stakeholders.

Required profile

• Degree in communications, public relations, marketing, data analytics or a related field (preferred).
• At least 5 years of professional writing and editing experience, including 3 years drafting memos, correspondence and policies.
• At least 5 years in administrative coordination, project management or both, able to work at a fast pace with tight deadlines.
• At least 5 years entering data into databases and creating formatted reports and presentations.
• Familiarity with federal communication requirements, including the Plain Writing Act of 2010 and Section 508 compliance.
• Professionalism, diplomacy and tact in communication.

Required skills

• Microsoft Office Suite: Outlook, Word, Excel and PowerPoint.
• Basic to intermediate formatting of reports, presentations and spreadsheets.

What we offer

• Competitive annual salary commensurate with experience.
• On-site role at NSF in Alexandria, VA.