Executive Administrative Assistant

About Us:

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority owned, CVE verified Service Disabled Veteran Owned Small Business (SDVOSB) performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S government agencies and organizations.

About the position:

TJFACT is seeking a highly qualified Executive Administrative Assistant to provide exceptional administrative support for The National Center for Science and Engineering Statistics (NCSES) team, within the United States National Science Foundation (U.S. NSF) in Washington, DC .

This role will provide administrative and analytical support for a discrete set of activities outlined in the following section for the NCSES Director or Deputy Director.

Duties and Responsibilities:

NCSES Director Calendar management
•  Manage out of office events in NCSES Director's
•  Meeting free days
•  Annual Leave
•  Conferences and other engagements
•  Proactively resolve meeting conflicts for a 4-week period on a weekly basis (meaning once a week, that week and the next 3 weeks are analyzed for conflicts and conflicts are proactively deconflicted through communication with the meeting organizer and, if needed, the executive program director).
•  Schedule meetings per the executive's
•  Input all executive leave on the Director's
•  Respond to meeting requests as forwarded by the executive. These should be responded to within 24 hours with at the least an acknowledgement to the requestor that the request is being worked on. Suggested dates to the requestor should be sent within 2 business days.
•  The following parameters shall be used when scheduling meetings:
•  In-person meetings must be scheduled on the executive or program director 's confirmed in office days, a zoom link should be provided as back-up in case someone is not in office that day.
•  Meetings should be spaced to allow for travel time between in person meetings and bio breaks between both in person and virtual meeti
•  Meetings on similar topics should be scheduled together to the extent possible; for example, NSDS meeti
•  Zoom-only meetings (Director walkthroughs, etc.) should be scheduled on executive or program director 's telework days, to the extent possible.
•  Avoid scheduling ad hoc meetings on the day before and after a holiday or holiday weekend. Afternoons before holidays should be cleared to the extent possible.
•  Every day ensure that all the meetings that day and the next day have agendas. Contact meeting organizers for agendas if missing. If an agenda is not received the day of the meeting, cancel the meeting, except meetings noted as an agenda-exception from the weekly calendar review or a blanket excepti
•  Meet with the executive every Monday (or Tuesday if Monday is a meeting free day) to review the schedule.
•  Calendar summaries and Backgrounders should be sent to the NCSES Director by Wednesday of the current week for the following week. The calendar summaries must contain the following:
•  PDF of the next week's schedule suitable for printing
•  Summary of other executive's and OD staff's out of office for that week
•  Backgrounders on each meeting that is not a one-on-one with staff. Backgrounders must include at the least:
•  Who is included in the meeting and 1-2 sentences about who they are. The first sentence should state who the person is. The second sentence should detail their role in the meeting if this information is known. Typically, this information is obtained from the meeting organizer.
•  Summary of any materials provided in advance of the meeti
•  Items required for the meeti
•  Talking points for executive if requested.
•  Backgrounds and calendars summaries must be updated throughout the week to reflect last-minute changes.
•  Annually, both senior executive service and general workforce performance plan and performance review schedules must be created in conjunction with the executive to identify key milestones dates to meet the NSF deadlines. These milestone dates must be inputted into the calendar.
•  Input conferences dates into the calendar as soon as they are available. Input key milestone dates to enable on-time submission of registration, abstracts, travel, and other items as needed.
•  Input as soon as they are known all SBE Advisory Committee Meetings and National Science Board Meetings and cancel all other meetings on those days as soon as known. Office of the Director presenta ti on management
•  Create within 30 business days of start and keep current weekly after that a presentation calendar of all presentation engagements.
•  Track and assist in responding to presentation This includes a suggestion of who can give the presentation beside the requested executive.
•  Collect and maintain a presentation repository for Office of the Director staff (OD) This repository must go back 5 years, be added to, and be organized by This must be reviewed monthly to ensure the latest presentation that was given is included. The presenter must be contacted for the final version, ensuring any last-minute changes are captured.
•  Create first draft presentations on requested Use the presentation repository to bring in possible slides. Collect information from NCSES staff as necessary.
•  Presentations must serve to minimize text on slides, utilizing both the notes fields for spoken details and more slides to space our points.
•  Draft or collect talking points for the This may involve working with the NCSES communications staff.
•  Send draft presentations as quickly as possible to the executive after acceptance of the presentation data, on a date agreed upon with the Schedule a meeting two weeks before the presentation to review the presentation with the executive. Iterate on presentation edits in communication with the executive up until the presentation date. Director, Deputy Director, and Chief Statistician Travel
•  Must organize and track travel through the following steps. This occurs 3-4 times a year for the Director, 2-3 times a year for each the Deputy Director and Chief Statistician.
•  Review and follow extensive NSF travel website.
•  Create travel authorization (TA) on behalf of the executi
•  Make sure all required fees are included in the travel authorization (TA).
•  Work with the executive on airfare and hotel reservati
•  Ensure all potential expenses are included in the TA.
•  Make sure approvals are obtained in a timely manner once the TA is submitted, following up with approvers as needed.
•  Facilitate and track required preparation activities - such as passports, visas, forms, IT needs, and training.
•  Within 5 business days of the completion of the trip, review expenses with the executive, obtaining any required receipts (see travel site for what is required).
•  Create a voucher in the system on behalf of the executive.
•  Remove any fees that need removing from voucher.
•  Make sure approvals are obtained within 14 business days once the voucher is submitted. Task Tracking
•  Within 15 business days of start, develop and implement an approach for documenting completed tasks, removing them from the active inventory, and making them available for review in the future, if needed.
•  Develop and maintain an inventory of all tasks requiring action by the executive or program
•  Include the task, the action required, the requestor, the date of the request, the proposed due date, links to any relevant files, and, if the executive or program director delegates the task, the delegee in the inventory.
•  Make the inventory available via a cloud-based system (e.g., TEAMS) and deliver an updated copy via email to the executive or program director every Monday morning.
•  As requested, meet with the executive or program director every Monday (or Tuesday if Monday is a meeting free day) to review the inventory and ask questions about tasks where additional information is needed to complete the inventory listing.
•  Track performance management tasks, including status of performance plans of direct reports of executive or program director.
•  Track reoccurring conferences and key milestone
•  Track contracts and contract actions needed by the executive or program This includes contract period of performances. General meeting assistance to program areas/ Document Development
•  Provide administrative support for meetings and interviews throughout the program areas (schedule meetings, take notes, creates meeting preparation materials, coordinate interviews, book rooms for seminars/meetings) as This request is anticipated to be 3-4 times a month. Requirements:
•  Bachelor's degree and a minimum of five (5) years applicable experience
•  Experience with Domestic/International Travel Processing
•  Strong oral and written communication skills
•  Ability to complete research via the internet.
•  Skill in the use of various office automation, hardware, and software components and packages (e.g., word processing, electronic mail, spreadsheets, databases, tables, and graphs)
•  Knowledge of the principles, methods practices, and techniques of written and verbal communication
•  Skill in communication techniques to gather and disseminate information and communication problems and results.
•  The ability to work well with others and manage multiple tasks . click apply for full job details