Executive Administrative Assistant, Lv 4 (27826)

LTSi•Rockville, MD

8d•Onsite

About The Position

Laredo Technical Services, Inc. (LTSI) provides staffing services to federal Government agencies worldwide, connecting professionals with opportunities. As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) and a Member of the Military Spouse Employment Partnership (MSEP), LTSI values a strong work ethic, urgency, and excellence. This role supports the National Institute of Allergy & Infectious Diseases (NIAID) Division of Intramural Research (DIR) Laboratory of Immunoregulation (LIR) in Bethesda, MD. The Executive Assistant will provide comprehensive administrative and operational support to ensure the smooth functioning of the laboratory and assist multiple NIH employees. Advanced computer skills, including word processing, spreadsheet management, and internet research, are essential. The role involves managing documents, preparing purchase requests, reviewing policies, coordinating travel, compiling equipment needs, preparing training requests, and creating matrices of office needs.

Requirements

Associate’s degree required
Demonstrated experience providing administrative, operational, or program coordination support in a professional office environment.
Demonstrated experience managing calendars, scheduling meetings, and coordinating travel arrangements for multiple stakeholders.
Experience tracking budgets, expenditures, and administrative records using spreadsheets and standard office systems.
Demonstrated experience planning and coordinating meetings, conferences, workshops, or similar events.
Strong proficiency in Microsoft Office Suite, especially Outlook, Excel, Word, and PowerPoint
Strong organizational skills and attention to detail, with the ability to manage multiple assignments, shifting priorities, and deadlines.
Excellent written and verbal communication skills and strong customer service orientation.
Ability to work independently and collaboratively in a fast-paced environment.
Experience handling sensitive information with discretion and maintaining confidentiality.
Ability to prepare clear status updates, meeting materials, and routine administrative reports.

Nice To Haves

Bachelor’s degree preferred.
Knowledge of federal travel and administrative procedures preferred
NIH/HHS experience strongly preferred.
SharePoint proficiency preferred.
Knowledge of HHS/NIH data privacy, records management, and administrative policies preferred.

Responsibilities

Provide comprehensive administrative support to the Laboratory of Immunoregulation and designated leadership, ensuring efficient coordination of daily operations across clinical, research, and administrative activities.
Serve as a central point of contact for administrative coordination with internal offices, external collaborators, vendors, and visitors, facilitating clear communication and timely execution of requests.
Manage complex scheduling and calendar coordination by organizing meetings, interviews, seminars, and appointments; aligning availability across internal and external stakeholders; preparing agendas and materials; and tracking action items and follow-ups.
Coordinate meeting logistics, including room reservations, virtual platform setup, material preparation, attendee communication, and post-meeting follow-up.
Coordinate domestic and international travel by arranging itineraries, transportation, lodging, and registrations; preparing and reconciling travel documentation; tracking reimbursements; and ensuring compliance with applicable policies.
Maintain detailed administrative tracking systems and records for scheduling, travel, meetings, events, and operational activities to support organization and reporting.
Assist with office budget tracking and financial coordination by monitoring expenditures, reconciling costs, tracking obligations and balances, supporting budget planning and reporting, and coordinating with administrative and financial offices.
Assist with procurement and administrative documentation related to office operations, meetings, and events, as needed.
Plan and execute conferences, workshops, seminars, and special events by managing timelines, registration, speaker coordination, materials, logistics, and onsite or virtual support, and compiling post-event reports and expense summaries.
Draft, edit, and manage professional correspondence and communications on behalf of the Lab Chief, including emails, memoranda, meeting materials, and stakeholder updates; track responses and provide concise summaries as needed.
Develop and maintain communication lists, distribution channels, and administrative records in accordance with records management and privacy requirements.
Prepare summaries and reports of meetings, events, and laboratory activities, including monthly or ad hoc updates for leadership.
Maintain and manage databases related to laboratory personnel, collaborators, research activities, and institutional contacts; ensure data accuracy through regular updates, validation, and outreach as needed.
Track publications, grants, awards, and professional activities for the Lab Chief and lab members, supporting preparation and updates of CVs, biosketches, and reports.
Maintain dashboards and reporting tools to support lab operations, research progress, and clinical protocol oversight; collaborate with leadership to identify key metrics and reporting needs.
Standardize and support reporting processes by collecting, validating, and reconciling data from multiple sources and managing timelines for reporting requirements and submissions.
Perform data tracking and analysis activities, including organizing, cleaning, and preparing data for reporting, presentations, and administrative or research use.
Support tracking of research and clinical activities, including project timelines, manuscript and grant progress, and coordination with collaborators.
Maintain organized electronic filing systems and documentation to support administrative, research, and operational needs.