Executive Assistant

Guidehouse•Bethesda, MD

1d•$74,000 - $124,000•Onsite

About The Position

The Executive Assistant supports the National Institutes of Health (NIH) by providing executive administrative support, calendar management, meeting coordination, travel administration, and office operations support. This is a full-time position located in Bethesda, Maryland, with no travel required. The role supports the Executive Officer and Deputy Executive Officer and helps ensure efficient office operations and mission accomplishment. The position coordinates executive schedules and meetings; provides administrative support to internal and external stakeholders; and assists with domestic, foreign, and sponsored travel planning and execution. It also handles office procurement, timekeeping-related tracking, documentation review, records and database maintenance, reporting, presentation preparation, inventory and property tracking, and administrative process improvements. The Executive Assistant maintains information in Wiki and OneDrive environments and uses NIH administrative systems, including POTS and Concur Government Edition (CGE).

Requirements

Bachelor's degree.
At least four years of administrative and executive support experience.
Demonstrated ability to support NIH senior executives and leadership offices.
Familiarity with NIH databases and administrative systems.
Hands-on experience using POTS and other NIH administrative systems.
Proven success coordinating and planning NIH executive meetings.
Skill in supporting travel planning and execution using NIH travel systems, including Concur Government Edition (CGE).
Ability to manage multiple priorities, schedules, and administrative activities in a fast-paced environment.
Ability to review documents for compliance with established policies and procedures.
Ability to develop and maintain spreadsheets, reports, tracking systems, and administrative databases.
Proficiency with Microsoft Excel and Microsoft Word.
Ability to work independently while effectively supporting executives, staff, and stakeholders.
Must be able to obtain and maintain a Federal or DoD public trust; approved adjudication is required before onboarding with Guidehouse.

Nice To Haves

Previous experience supporting NIH senior executives and leadership offices.
An active public trust or suitability.

Responsibilities

Manage calendars and scheduling for the Executive Officer and Deputy Executive Officer, coordinating meetings, priorities, and commitments.
Provide administrative and operational support to ensure efficient office operations and mission accomplishment.
Provide administrative and technical support to internal and external stakeholders.
Coordinate meeting planning and logistics, including conference rooms, audiovisual resources, Microsoft Teams meetings, agendas, participant communications, meeting materials, and minutes.
Support staff travel planning and execution, including domestic, foreign, and sponsored travel; prepare travel requests, leave authorizations, vouchers, and tracking records.
Assist with timekeeping audit reports and related administrative tracking.
Review documents for compliance with federal policies, procedures, and administrative requirements.
Develop, maintain, and update documentation, databases, spreadsheets, and tracking systems related to personnel, budget, travel, and training.
Ensure travel activities comply with Federal Travel Regulations and applicable travel policies and procedures.
Prepare and process office supply requests, purchase requisitions, registrations, reimbursements, and miscellaneous procurement actions.
Enter and track office supply and registration requests in government systems, including POTS.
Perform specialized administrative assignments, special projects, reporting, presentation development, agenda preparation, and database management.
Coordinate preparation of travel requests, professional service orders, sponsored travel requests (Form 348), outside activities requests (Form 520), SAAVI inquiries and responses, official duty memoranda, training requests, correspondence, reports, and related forms.
Design and coordinate communication processes that support the flow of information across projects and program activities.
Develop and maintain budget, personnel, travel, and training tracking spreadsheets and provide reports and summaries as requested.
Maintain administrative reference materials, staff schedules, tours of duty, contact information, and budget tracking records.
Upload, organize, and maintain information in Wiki and OneDrive environments.
Support office inventory management, equipment tracking, maintenance agreements, and property management activities.
Manage and track office data calls and identify process improvements and technology solutions to improve efficiency.
Research, recommend, and implement administrative process improvements and best practices.
Gather and analyze information about programs and administrative processes and prepare reports, correspondence, and supporting documentation.
Assist staff with creating and preparing presentations, briefing materials, and slide decks.
Maintain activity tracking systems and provide ongoing status updates as required.

Benefits

Medical, prescription, dental, and vision insurance.
Personal and family sick time and company-paid holidays.
Parental leave.
401(k) retirement plan.
Group term life insurance and travel assistance.
Voluntary life and accidental death and dismemberment insurance.
Health Savings Account and health care and dependent care Flexible Spending Accounts.
Transit and parking commuter benefits.
Short-term and long-term disability.
Tuition reimbursement, personal development, certifications, and learning opportunities.
Employee referral program.
Corporate-sponsored events and community outreach.
Annual Care.com membership.
Employee Assistance Program.
Supplemental benefits, including critical care, hospital indemnity, accident insurance, legal assistance, and identity theft protection.
Position may be eligible for a discretionary variable incentive bonus.
Flexible benefits package.