Assistant to the President - National Academy of Engineering

Administrative Management/Executive Support: Manages and oversees all administrative operations for the President's Office. Develops office processes and procedures and creates and maintains databases and recordkeeping systems. Independently manages workflow, allocating resources as appropriate. Advises staff on National Academies' and unit policies and procedures on administrative matters. Ensures all office operations are successfully carried out.

Manages President's calendar, including scheduling of all internal and external meeting, ensuring coordination of President's appointments, meetings, and travel. Plans and manages President's highly complex domestic and international travel arrangements. Serves as a resource to the President on the organization's policies, procedures, and processes. Keeps the President informed of activities within the organization and beyond. Coordinates a variety of sensitive issues with numerous parties. Stays informed of issues and concerns involving the President and the organization (e.g., staff, members, outside organizations and individuals). Develops and maintains an inventory of critical activities in which the President is interested and/or for which his or her awareness and involvement is essential. Serves as a trusted and effective communications channel for senior management and other staff.

Writing, Editing, and Research: Prepares or directs the preparation of a variety of reports/presentations. Conducts research and compiles information for presentations. Prepares background materials for internal and external meetings. Gathers and summarizes information to assist the President in decision-making. Drafts, edits, and issues substantial amounts of substantive correspondence on the President's behalf. Manages substantial flow of information for the President's Office, monitoring flow of information in and out of office. Prioritizes and initiates responses, and ensures information is accurate and meets established standards. Maintains required documentation. Oversees recordkeeping activities, databases, directories, and other pertinent information, ensuring data accuracy, integrity, and compliance.

Financial Management: Partnering with financial team, manages assigned President's Office budgets. Approves expenditures and monitors budget throughout the year for accuracy and requests adjustments as needed. Ensures budget parameters are met. Reviews contractual obligations and ensures that obligations are met. Ensures files and other records are maintained in an organized and accurate fashion.

Staff Management: Supervises President's Office staff. Provides leadership and mentors employees. Trains and develops employees to successfully perform current responsibilities and encourages development for future roles. Forms effective teams and cultivates a work environment that fosters teamwork. Interprets and ensures consistent application of organizational policies. Initiates personnel actions, including performance and compensation reviews and disciplinary actions. Advises staff on and ensures consistent application of National Academies' and unit policies and procedures.

Communications/Outreach: Communicates with all parties and facilitates the flow of information among a variety of internal and external stakeholders and constituents. Responds to inquiries, providing information and ensuring special requests are handled appropriately. Interacts and collaborates with leadership and staff across the organization, as well as a variety of external constituents (e.g., members, volunteers, distinguished guests, government officials, general public, donors, foundations, schools, other non-profit organizations, vendors).

Special Projects: Assists President and executive team on special projects. Oversees all assigned ongoing projects to ensure successful progress and completion. Supports the President in program management, policymaking, and planning activities, as assigned. Participates in the development of special initiatives.

Confidentiality: Maintains an appropriate standard of confidentiality. When handling secure, privileged, sensitive, or confidential information and matters, maintains strict confidence and exercises care to prevent disclosure to others. Accesses confidential information for work-related reasons only, following the policies and procedures of the organization. Ensures that any privileged, sensitive, or confidential information is securely stored, disposed of, and transmitted according to the organization guidance. Ensures procedures are followed to protect confidentiality and prevent disclosure. Trains and updates staff/team members on these issues periodically.

JOB SPECIFICATIONS

• Exceptional organizational awareness and the ability to analyze and brief senior leaders on key concepts.

• Thorough Knowledge of organization policy/procedures, as well as management practices.

• Proficiency in Microsoft Office Suite and collaboration technologies/tools.

• Excellent written, verbal, and interpersonal skills with a proven ability to effectively interact with all levels of employees and constituents.

• Excellent problem-solving skills, with the ability to solve problems of substantial variety and complexity.

• Excellent organization skills, attention to detail, and the ability to shift as priorities change.

• Ability to exercise discretion, judgment, and integrity, and appropriately handle privileged, sensitive, and confidential information and matters.

• Ability to serve as a resource to others in the resolution of complex problems and issues.

• Ability to work successfully in a team environment and form and maintain effective teams.

• Ability to train and develop staff.

• Ability to operate independently, and exercise significant latitude for independent judgment, discretion, and action.

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