Administrative Specialist

National Investment Center for Seniors Housing • Annapolis, MD

9d • Hybrid

About The Position

The Administrative Specialist, Research & Analytics Team, provides high-level administrative and operational support to the Head of Research & Analytics and the broader Research Team. This role serves as a critical operational backbone for the department, ensuring that scheduling, communications, travel, financial reporting, project documentation, and research materials are managed with precision and professionalism. The ideal candidate brings a proactive, service-oriented mindset and thrives in a fast-paced environment where priorities can shift quickly. Success in this role requires exceptional organizational skills, strong written and verbal communication, and the ability to build trusted working relationships across the organization and with external partners.

Requirements

• Excellent verbal and written communication skills
• Attention to detail
• Timeliness
• Outstanding customer service
• Experience with Microsoft O365 including Outlook, PowerPoint, Word, Excel, and Teams
• Associate degree preferred or equivalent experience.
• 3–5 years’ experience in an office administrative role.

Responsibilities

• Provide day-to-day administrative support to the Head of Research & Analytics and the Research Team, anticipating needs and resolving issues proactively.
• Manage and maintain complex calendars, including scheduling meetings and coordinating across multiple time zones.
• Provide Administrative support for Research and Focus Area Committees.
• Draft, proofread, and distribute professional correspondence, memos, and communications on behalf of research leadership.
• Maintain organized digital filing systems for research documents, contracts, and correspondence in accordance with NIC’s records and documents policies.
• Prepare detailed agendas, briefing materials, presentations, and follow-up documentation for Research Committee meetings and other recurring meetings.
• Record and distribute accurate meeting minutes and action items; track follow-up tasks to ensure accountability and timely completion.
• Arrange comprehensive travel for the Research Team, including flights, hotels, and detailed itineraries.
• Ensure travel arrangements comply with NIC’s travel policies and budget guidelines; proactively communicate changes or disruptions.
• Prepare, submit, and reconcile expense reports for the Head of Research & Analytics and other team members in a timely and accurate manner.
• Develop polished PowerPoint presentations and visual materials for speaking engagements, trainings, and committee meetings.
• Assist with drafting talking points, scripts, and narrative content to support leadership communications and research.
• Assist with editing and formatting research documents, reports, and briefs to ensure consistency, accuracy, and professional presentation.
• Maintain detailed documentation, timelines, compliance trackers, and deliverable logs for active projects.
• Support preparation of project-related progress reports, narrative sections, and required attachments in coordination with research staff and finance.
• Assist with the coordination of project activities, including scheduling meetings, tracking action items, and maintaining stakeholder contact lists.
• Manage the online Research Shop, including overseeing inventory, processing orders, and coordinating fulfillment.
• Coordinate procurement of supplies, subscriptions, and materials needed by the Research Team, ensuring value and policy compliance.
• Demonstrate NIC Values for Taking Pride in Our Work, Partnering with Others, Being a Spark, and Investing in Ourselves.
• Other duties as assigned.

Benefits

• Comprehensive healthcare coverage: Medical / Vision / Dental / Prescription Drug insurance; dependents and domestic partners eligible
• Life and supplementary insurance
• Employee Assistance plan including virtual and in person mental health counseling services for individuals and family
• 401(K) retirement plan with company contributions
• Vacation, sick, personal and floating holidays, in addition to paid holidays
• Professional development opportunities
• Paid parental leave
• discretionary bonus pool
• tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree