Assistant to the President - NAS
Job Description Summary:
About the National Academy of Sciences (NAS)The National Academy of Sciences (NAS) is an independent organization of distinguished researchers elected to membership for their groundbreaking contributions to science. Established by an Act of Congress in 1863, the NAS is charged with providing independent, objective advice on science and technology to the federal government. From its membership and programs to its consensus advisory reports of the National Academies, the NAS is committed to furthering science in America.
About the Position
The National Academy of Sciences (NAS) seeks an experienced and highly motivated Assistant to the President to manage the administrative, financial, and personnel operations of the President's Office. The Assistant to the President ensures the continuity, accuracy, and timeliness of correspondence, memoranda, reports, and other information issued by the President's Office; prepares supporting materials and briefs the President on meeting topics and other matters; supervises administrative staff providing support to the President; and advises, supports, manages, and collaborates on initiatives for the President. If assigned, the incumbent may direct operational activities for the President's Office.
The Assistant to the President independently performs advanced and confidential secretarial and administrative duties requiring broad experience, skill, and comprehensive knowledge of organizational policies, practices, and personnel. The incumbent resolves routine and complex inquiries and exercises a high degree of discretion, independent judgment, and tact. The position may interface with executives on high-level functional issues, providing recommendations and solutions with a full understanding of cross-organizational impact and organizational needs.
Job Description:
ESSENTIAL JOB DUTIES
Operations and Administrative Management
Manages the operations of the President's Office by maintaining the President's calendar and ensuring the effective coordination of meetings, travel itineraries, and related arrangements. Manages the substantial flow of information into and out of the President's Office, prioritizes and initiates responses, and ensures that correspondence, memoranda, reports, presentations, and other information issued by the office are accurate, timely, and meet established standards. Maintains required documentation and oversees all financial and administrative activities and records for the office. Approves expenditures, expense reports, invoice vouchers, and other administrative documentation, ensures budget parameters are met, and maintains files and records in an orderly and accurate manner.
Communications and Decision Support
Prepares background materials, briefing documents, PowerPoint presentations, talking points, speeches, and other supporting materials for internal and external meetings. Gathers, analyzes, and summarizes information to assist the President in decision-making and briefs the President on meeting topics and other matters. Drafts substantial correspondence on the President's behalf and reviews, edits, and proofreads correspondence, reports, presentations, speeches, and other written materials to ensure accuracy, completeness, consistency, and adherence to organizational standards. Coordinates a variety of sensitive issues involving numerous internal and external parties, remains informed of issues and concerns affecting the President and the organization, and serves as a trusted and effective communications channel for senior management and staff.
Project Coordination and Strategic Initiatives
Develops and maintains an inventory of critical activities requiring the President's awareness or involvement and oversees ongoing projects to ensure successful progress and completion. Tracks assignments and follows up with staff on action items and deliverables to ensure work is completed accurately and on schedule. If assigned, supports the President in program management, policymaking, and planning activities; assists the President and executive team with special projects; participates in the development of strategic plans and special initiatives; and advises the President and executive team on tactical and strategic direction.
Leadership and Team Support
Provides leadership, guidance, and coordination to support the effective operation of the President's Office. May assign, coordinate, and oversee the work of temporary staff or other administrative support personnel, as assigned, ensuring work is completed accurately and on schedule. Fosters a collaborative work environment, interprets and promotes the consistent application of organizational policies and procedures, and shares knowledge and best practices to support team effectiveness. If assigned supervisory responsibilities, trains, mentors, and develops staff and initiates personnel actions in accordance with organizational policies.
Organizational Liaison and Stakeholder Engagement
Interacts effectively with all levels of National Academies employees, members, donors, volunteers, the general public, government officials, and distinguished guests. Serves as a resource to the President on organizational policies, procedures, and processes and keeps the President informed of significant activities and developments within the organization and beyond.
NONESSENTIAL JOB DUTIES
- Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Extensive knowledge of National Academies’ policies and procedures preferred. Exceptional organizational awareness and the ability to analyze and brief senior leaders on key concepts. Organizational skill with demonstrated attention to facts and detail. Ability to solve intellectual problems of substantial variety and complexity using originality and ingenuity. Ability to serve as a resource to others in the resolution of complex problems. Ability to use substantial latitude for independent judgment and action. Experience working in complex environment with a high degree of organizational effectiveness. Ability to train and develop staff. Ability to work successfully in a team environment and to form and maintain effective teams. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements: Bachelors’ Degree in an administrative program or related field, or equivalent knowledge.
Minimum Experience: Ten years of related administrative experience, four of which were in a supervisory capacity.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to the President. General direction is provided. Supervises executive office staff.
Work Environment: Hybrid Office/Telecommute environment expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.
Job Family:
ADMN