Senior Executive Assistant and Data Analyst (IS-0301-12) - Smithsonian Astrophysical Observatory

Description

• Pass Pre-employment Background Check and Subsequent Background Investigation, as required.
• Complete a Probationary Period if applicable. 
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States.  Proof of eligibility to work in U.S. is not required to apply.
• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement. 
• Telework is allowed according to the SAO telework policy and supervisor approval; SAO policy is currently 3 days/week on-site.

OVERVIEW

MAJOR DUTIES

• Efficiently manages the Director’s calendar management, which includes national and international travel, public events, and frequent meeting requests from internal and external constituents while remaining consistent with the CFA Director’s strategic priorities
• Oversees and contributes to the development of communications (including emails, voicemails, newsletters, presentations, speaking notes, and other materials) from members of SAO, Harvard, Smithsonian Institution, the astrophysics community, and sponsors. Interacts with high-ranking officials from the public and private sectors. Uses judgment and knowledge of the organization and programs to answer inquiries, referring callers to appropriate individuals across the Center. Keeps abreast of the major issues and communications of interest to the CFA Director.
• Responsible for providing or overseeing the preparation of various logistical support to the CfA Director, including all travel arrangements for the CfA Director, including national and international travel, accommodation and schedules. This includes complex and detailed domestic and international travel plans, itineraries, and agendas; prepare in-depth research and briefings in preparation for meetings; complete travel expense reports and manage all logistics
• In coordination with the DO Office manager and Advancement Team coordinates and facilitates logistics for visitors to the Director.  Manages communications to/from the visitor and communications to/from staff about the visitor to prepare the visitor schedule.
• Performs and directs all the significant aspects of supervision to the Director’s Office receptionist, which include training and assigning work; conducting performance evaluations and other personnel actions; reviewing the completeness and thoroughness of work assignments; counseling employees on problems related to work 

• Responsible for researching content, creating graphics, and designing polished PowerPoint presentations to communicate key messages effectively.
• Ensures that matters brought before the Director are researched, analyzed, and alternatives are identified. Ensures that recommendations have been made and appropriate staff members have concurred or commented on proposals. Takes note of any discrepancies or unaddressed issues and helps resolve them before submission to the CfA Director.
• Collect, analyze, and synthesize staff data for internal and external reports, providing data-driven insights to support strategic decision-making. Collaborate with cross-functional teams to ensure the reliability of data used in reports and identify opportunities for process improvements in data management and reporting workflows. Create forms to conduct surveys, gather and analyze data, and draft comprehensive reports and presentations offering actionable insights and guiding management decisions.

QUALIFICATION REQUIREMENTS

• Knowledge of travel policies, rules, and guidelines to effectively plan and manage travel arrangements, ensuring compliance with organizational procedures and maintaining accountability of expenses.
• Skill in reviewing, negotiating, and resolving problems and disputes, and familiarity with business strategy and program or technical requirements sufficient to perform or direct in-depth evaluations of the communications and public affairs aspects of SAO programmatic activities.
• Knowledge and skill to define policy in areas where little or no precedent exists to serve as guidance. A thorough knowledge of the concepts, principles, procedures, and method of functions and related operations as well as the CfA’s unique organizational structure and the structures of the partners (Smithsonian Institution and Harvard University). 
•  Extensive knowledge of data analysis, reporting and  database management  with the ability to generate insights that support strategic decision-making and solid understanding of data integrity and quality assurance. 
•  High Knowledge of administrative programs, activities, policies, and objectives, and demonstrated ability to Master of Federal, SI, and Harvard policies, rules, and regulations pertaining to Director's Office activities in the areas of budgeting, contract administration, program evaluation, personnel administration, procurement, accounting, and travel.
• Knowledge and skill in administrative functions including specialized skill in planning, negotiating, managing, and administering complex administrative projects for the director, focused on communications and other strategic projects. 
•  Experience using the office tools created by Microsoft and Google, including Outlook, PowerPoint, Excel, Word, and OneNote. Must be comfortable learning new technologies to quickly achieve proficiency in desktop systems/internal software necessary to perform assigned tasks successfully. Preference will be given to candidates with experience using Monday.Com, slack, and other productivity tools.