Senior Action Officer

Everforth ECS is seeking a highly organized, proactive, and executive-level Senior Action Officer to provide comprehensive administrative, operational, and executive support services to senior leadership within the Immediate Office of the Director (IOD) at National Heart, Lung, and Blood Institute.

 

This role serves as a critical member of the executive operations team, supporting complex calendar management, executive coordination, communications, meeting logistics, travel management, workflow tracking, and office operations for senior Institute leadership. The ideal candidate thrives in a high-visibility environment, demonstrates exceptional judgment and professionalism, and can effectively manage competing priorities with discretion and efficiency.

 

All support services are administrative and advisory in nature and do not include inherently governmental functions.

 

Key Responsibilities

 

Executive Calendar Management

• Manage and coordinate complex calendars for C-level and senior executives within the IOD.
• Prioritize, schedule, reschedule, and coordinate meetings, appointments, and invitations based on executive and organizational priorities.
• Monitor executive calendars for scheduling conflicts and operational impacts.
• Maintain situational awareness across leadership schedules to support seamless coordination.

Meeting & Event Coordination

• Coordinate meetings, seminars, workshops, conferences, and executive engagements.
• Manage meeting logistics including room scheduling, audiovisual coordination, agendas, participant communications, and background materials.
• Support meeting management strategies and executive scheduling optimization.
• Maintain and update shared calendars and tracking systems.

Executive & Administrative Support

• Prepare correspondence, memoranda, executive briefings, presentations, and reports.
• Support email management and executive communications.
• Coordinate follow-up actions and ensure leadership commitments and action items are tracked and completed.
• Draft and review sensitive communications for executive approval.
• Provide day-to-day operational support for executive leadership activities.

Office Operations & Coordination

• Serve as a critical member of the Immediate Office of the Director operational support team.
• Collaborate closely with executive assistants, leadership staff, and the Chief of Staff team.
• Assist with problem resolution, task prioritization, and workflow coordination.
• Support rapid-turnaround assignments and executive requests.

Stakeholder Engagement

• Serve as a primary point of contact for internal and external stakeholders including NIH staff, federal agencies, universities, congressional offices, foundations, and public inquiries.
• Coordinate executive participation in events and leadership engagements.
• Support communication flow among administrative and executive teams.

Data Tracking & Reporting

• Maintain administrative databases, workflow systems, and tracking spreadsheets.
• Track executive commitments, correspondence, and service-level agreement timelines.
• Compile data and maintain presentation repositories and SharePoint documentation.

Material Preparation & Research Support

• Conduct database and records searches to prepare executive background materials.
• Consolidate information from multiple systems for meetings and briefings.
• Prepare PowerPoint presentations and executive materials.

Travel Coordination

• Coordinate executive travel arrangements including itineraries, logistics, approvals, and supporting documentation.
• Prepare travel authorizations, expense reports, and travel-related correspondence.