Cape Fox Facility Services is seeking an Executive Assistant to join our team in Hamilton, MT in support of the NIH.

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.
• Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Provide high-level administrative task support within the Branch.
• Provides general support to campus visitors, including scheduling and confirming appointments, developing, and coordinating itineraries, arranging for transportation and temporary desk space, etc.
• Responsible for coordinating and in-processing/out-processing of employees, serves as main point of contact for onboarding of new personnel; works with AO, DPSAC, and NIH Police for enrollment, fingerprinting, and badging services; sets up office space; orders appropriate furniture, supplies, and equipment; enters proximity access and key requests; orders computers and government furnished phones; Coordinates requests for, and issuance of personal electronic devices including government-furnished phones, tablets, etc.
• Maintains central electronic file system for all official OOM files, policies, procedures, and projects.
• Prepares and edits emails, memos, policies, and Standard Operating Procedures for a variety of recipients including OOM staff; RML staff; and DIR, NIAID, and NIH leadership.
• Arrange for and create packages for all foreign and domestic travel of OOM staff; prepare all associated documents for authorizations and vouchers (airfare, lodging, car rental registration fees, etc.)
• Performs timekeeping duties for all OOM federal employees per the NIH ITAS requirements (what contractors may perform).
• Schedules and maintains an accurate tracking system of all activities.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.
• Prepare personnel packages, including Title 5, Special Volunteers, Title 5 promotions, contractor task orders, Pathways students, awards, and recruitments; monitor status of all personnel actions and provide updates to OOM POCs.
• Serves as principal contact on routine human resources coordination within OOM. Tracks and updates HR information for staff, including step increases, COLAs, awards, etc. Tracks special HR deadlines and assists with preparing packages for and routing (non-PMAP awards, etc.). Keeps OOM managers appraised of deadlines.
• Stays abreast of and implements current regulations, policies, and procedures, and updates staff on relevant information.
• Review and summarize the content of incoming materials, especially gathered information, or meetings.
• Evaluates OOM program and project management systems to ensure efficient operation.
• Plans and completes various special projects.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules, and calendars, and advises staff on the most effective method and format of presentations.
• Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms.
• Update/maintain shared calendars; rearrange calendars to accommodate situations of an urgent nature.
• Schedule room and audio-visual reservations.
• Prepare agendas, handouts, and background materials.
• Updates databases and spreadsheets and creates reports for management.
• Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.
• Maintains inventory and initiates purchase requests.
• Assist with campus amenities maintenance and coordination (Vending machines, coffee shop,
• conference/distinguished visitor preparations).
• Coordinates and tracks requests for maintenance work (Work Order requests).
• Prepares AMBIS orders, justifications, sole source justifications, research quotes, enters orders, and tracks status of all OOM procurement actions. Provides status reports to POCs.

Cape Fox Corporation, its subsidiaries, and affiliates provide equal employment opportunities to all persons and prohibit employment decisions on the basis of race, religion, color, creed, national origin, sex, age, disability, political affiliation, protected veteran status, or sexual orientation. Cape Fox Corporation, its subsidiaries, and affiliates offer preference to Cape Fox Corporation shareholders, descendants, and other Native Americans pursuant to Public Law 100-241.