Executive Assistant / Administrative Support Specialist Onsite in Bethesda MD

Arcetyp LLC•Bethesda, MD

3d•Onsite

About The Position

Arcetyp LLC is seeking an Executive Assistant / Administrative Support Specialist to provide comprehensive executive-level administrative support to the National Institute of Nursing Research (NINR) Office of the Director. This role is crucial for coordinating daily office operations, supporting leadership activities, managing calendars and meetings, facilitating communications, preparing reports and correspondence, coordinating travel and training, maintaining administrative records, and ensuring the efficient execution of organizational priorities. The individual will operate independently, supporting the scientific and administrative mission of NINR, and serve as a primary point of coordination among leadership, staff, stakeholders, and external partners. This position is located onsite in Bethesda, MD.

Requirements

Bachelor's degree in Business Administration, Management, Public Administration, Communications, or a related field; equivalent experience may be considered.
Experience providing executive-level administrative support in a professional office environment.
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
Experience coordinating meetings, travel, calendars, and executive correspondence.
Strong written and verbal communication skills.
Excellent organizational, multitasking, and time-management abilities.
Ability to work independently while managing multiple priorities and deadlines.
Strong attention to detail and commitment to quality.

Nice To Haves

Experience supporting senior executives or organizational leadership.
Knowledge of Federal administrative processes and travel regulations.
Experience using Microsoft Teams and SharePoint.
Experience developing administrative tracking systems and process improvements.
Experience preparing meeting minutes, executive reports, and briefing materials.
Familiarity with NIH, HHS, or Federal Government environments.

Responsibilities

Coordinate day-to-day operations of the Office of the Director.
Manage executive calendars, scheduling, and meeting coordination.
Assemble agendas, briefing materials, and background documents for leadership meetings.
Prepare, edit, proofread, and distribute correspondence, memoranda, reports, presentations, and other administrative documents.
Monitor action items and commitments made during meetings and coordinate follow-up activities.
Respond to inquiries and route requests to appropriate personnel.
Maintain confidentiality of sensitive information and executive communications.
Coordinate planning and logistical arrangements for meetings, conferences, and special events.
Reserve conference rooms, audiovisual equipment, and virtual meeting platforms.
Prepare and distribute agendas and meeting materials.
Record, prepare, and distribute meeting minutes and action items.
Communicate with participants and stakeholders regarding meeting schedules and requirements.
Prepare and coordinate travel authorizations, travel vouchers, and sponsored travel requests.
Assist staff with travel planning and compliance with Federal travel regulations.
Process training requests and maintain related records.
Track travel and training activities to ensure timely completion and documentation.
Develop, maintain, and update administrative databases, spreadsheets, contact lists, and tracking systems.
Establish and maintain office filing systems, both electronic and hard-copy.
Maintain fiscal year calendars and shared office calendars.
Coordinate filing of office reports, committee memberships, and organizational records.
Maintain Standard Operating Procedures (SOPs), guidance documents, and administrative instructions.
Support onboarding activities for new personnel.
Assist with purchase requests, procurement documentation, and office supply management.
Coordinate building maintenance requests and office service needs.
Assemble, analyze, and summarize data from various sources.
Track project status and follow up on pending actions and deadlines.
Support emerging projects and special assignments as directed.
Utilize Microsoft Office Suite, Adobe Acrobat, Teams, SharePoint, and other office systems.
Create and maintain spreadsheets and reports for management review.
Scan, archive, retrieve, and organize electronic and paper records.
Assist in improving administrative processes and workflow efficiencies through automation and technology solutions.