Job Description

Ocean Associates Inc. (OAI) is seeking applicants for a full-time Executive Assistant position to support the NOAA/NMFS Office of International Affairs, Trade, and Commerce (IATC). OAI is a Virginia corporation established in 2003 that provides consulting and technical services to the U.S. government, non-governmental organizations, international organizations, and the private sector. We specialize in scientific program and project management, strategic planning, professional and technical services and stakeholder engagement, supporting government contracts.

The OIATC engages other countries bilaterally and through various multilateral international fisheries organizations and conducts programs to facilitate seafood commerce and trade. It promotes sound management and conservation of global fisheries resources in a manner consistent with U.S. domestic fisheries policy. This position will support IATC administrative operations.

Duties

Support the OIATC with administrative and travel support, including the following specific activities:

• Coordinate the OIATC Director’s schedule, working closely with the Chief of Staff. Schedule requested meetings with the Director, vet the need for meetings when appropriate, ensure the Director has necessary materials for meetings well ahead of time (agenda/briefing materials), and that rooms are booked for meetings.
• Present Director’s schedule for the week each Monday, along with pertinent briefing papers printed for each day.
• Finalize documents cleared by the Director, at the direction of the Chief of Staff.
• Manage repository of final documents (memos, decisions, etc.) for the Director.
• Handle pre-clearance of any external domestic visitors who have meetings with the Director in a timely manner.
• Provide meeting support of internal and external meetings as needed, including bilateral meetings – booking rooms, room setup, running presentations, etc.
• Assist with taskers as needed, at the direction of the Chief of Staff.
• Special projects/assignments, as directed.
• Provide travel support for the office, including flight and hotel bookings, processing expense reports, and general assistance for employees.

Start Date: Immediate

Location: Silver Spring MD

Salary and Benefits: This is a full-time position; overtime is not anticipated. Salary is commensurate with experience. Comprehensive benefits package.

Skills/Requirements

• High school diploma, Associate’s degree preferred
• Experience as an administrative assistant to a director-level position or as an executive assistant
• Experience and knowledge of the entire MS Office suite and Google products (Gmail, Google Docs)
• Ability to prioritize work and needs of the Director
• Ability to meet deadlines and work quickly in an occasionally fast-paced environment
• Ability to problem-solve and present possible solutions to Director and supervisor
• Strong written and verbal communication skills
• Desire to contribute to the organizational excellence of the office
• US Citizenship
• Ability to work effectively both individually and collaboratively in a team/group setting.
• Ability to receive constructive feedback and implement appropriate action.

Only qualified applicants that meet minimum experience or background requirements stated above need apply. When applying for this position you will be asked to upload your resume at the end of this online application.

Applicants should submit a resume that includes the following:

• Cover letter that briefly describes how you meet the required and preferred qualifications listed.
• Work history for past 10 years or since last full-time education.
• Education.
• Previous experience or training with similar requirements.
• Three professional references.
• Include your name in the document file name.
• Upload your resume in readable, not scanned, PDF or Word format (PDF is preferred).

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: Not Disclosed.

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