Executive Secretary, Administrative Assistant (Office of the Director)

About Viderity

Viderity is a HUBZone-certified and Woman-Owned Small Business (WOSB) delivering award-winning IT, digital, and creative solutions across federal and commercial markets. Our services span application development, creative services, cybersecurity, data analytics, strategic communications, event management, training, and program management. With over 15 years of proven success and exceptional past performance, we empower clients with innovative, measurable results.

Position Overview

The Executive Secretary is responsible for providing high-level administrative support to senior leadership in the NSF Office of the Director (OD) in partnership with the Office of Legislative and Public Affairs (OLPA). This role manages executive calendars, correspondence, meetings, and travel, and drafts and edits official issuances, policies, and memos for internal and external distribution. The Executive Secretary serves as a key liaison for leadership, conducting research, preparing reports, maintaining standard operating procedures and document libraries, and handling confidential information with discretion.

Key Responsibilities

• Manage the day-to-day administrative affairs of the client.
• Maintain the client's calendar, including scheduling daily appointments and deconflicting appointments whenever necessary.
• Draft and edit correspondence and official issuances for internal and external distribution.
• Draft, review, and edit agency-wide policies, memos, and other documents.
• Maintain a style guide that aligns with the NSF brand.
• Develop and document standard operating procedures.
• Maintain and organize document libraries.
• Accurately enter information into databases/tracking systems.
• Exercise basic to intermediate formatting skills for a variety of reports, presentations, and spreadsheets.
• Prepare meeting agendas, presentation materials, meeting requests, and meeting minutes.
• Answer and screen incoming calls and direct calls to the appropriate action officer.
• Draft email responses and general correspondence on behalf of the client.
• Assist with processing requests for travel, training, and reimbursements.
• Fully coordinate interviews, meetings, panels, etc., maintaining effective communication with the appropriate OLPA staff and with external stakeholders.
• Handle confidential and sensitive information with discretion.

Qualifications

General Requirements

• Proficiency in Microsoft Office Suite products including Outlook, Word, Excel, and PowerPoint.
• Degree in communications, public relations, marketing, data analytics, or a related field (preferred).
• Minimum 5 years of professional writing and editing experience, including at least 3 years' experience drafting a variety of office documents including but not limited to official memos, internal and external correspondence and policies.
• Minimum 5 years of experience in administrative coordination, project management, or a combination thereof and able to work at a fast pace with tight deadlines.
• Minimum of 5 years of experience entering information into databases/tracking systems and creating and formatting reports and presentations.
• Familiarity with federal communication requirements, including the "Plain Writing Act of 2010" and Section 508 compliance.
• Develop written documents and correspondence that demonstrate a mastery of basic grammar, spelling, and punctuation skills.
• Consistently communicate with a high degree of professionalism, diplomacy and tact.

What We Offer

• Competitive annual salary (commensurate with experience).
• On-site role at NSF in Alexandria, VA.