Part-Time Executive Assistant (Contract)

Lexical Intelligence, LLC•Bethesda, MD

21h•Hybrid

About The Position

Lexical Intelligence is seeking a part-time Executive Assistant to work within the National Institutes of Health (NIH). The role provides comprehensive executive administrative support, including calendar management, meeting coordination, travel and logistics, communications, document management, and administrative task support. The candidate will work with internal NIH components and external stakeholders and must understand office productivity and collaboration tools and federal administrative processes. The position is based in Bethesda, Maryland, in a professional office environment and/or approved telework setting; the work arrangement may be hybrid or onsite depending on executive needs. It requires a minimum of four workdays per week. Candidates must be authorized to work in the United States and are subject to background and reference checks. The position also supports organizational security and privacy compliance by protecting sensitive data and systems, reporting security incidents, participating in required cybersecurity training, and applying access-control, data-handling, and risk-mitigation practices within assigned duties.

Requirements

At least five years of progressively responsible executive administrative support experience.
Proficiency with office productivity and collaboration tools, including Microsoft Office Suite, Outlook, Teams, SharePoint, and virtual meeting platforms.
Ability to manage complex calendars, travel, and competing priorities with minimal supervision.
Excellent written and verbal communication skills.
Ability to handle confidential and sensitive information with discretion and sound judgment.
Strong organizational skills and attention to detail.
Authorization to work in the United States.
Successful completion of a background and reference check.

Nice To Haves

Experience supporting senior leadership in a federal, research, or large organizational setting.
Prior experience supporting NIH or other federal agency leadership.
Familiarity with federal systems and administrative processes.
Experience coordinating across multiple offices and external stakeholders.

Responsibilities

Manage daily calendars, coordinate meetings across time zones, resolve scheduling conflicts, book meeting rooms, and manage recurring commitments.
Prepare and distribute agendas; take and distribute bullet-point meeting minutes within one business day without relying on AI-generated transcripts; track action items; and coordinate attendees and materials.
Draft professional email correspondence, screen and route communications, act as a point of contact between the executive and stakeholders, and promptly escalate urgent matters.
Identify flights and accommodations, prepare detailed itineraries, process travel visas, and manage expense reports and reimbursements.
Prepare draft presentations and briefing documents, maintain digital and physical filing systems, proofread and format reports, and handle confidential information discreetly.
Request office supplies, coordinate with vendors, track project deadlines and milestones, conduct research, and prepare status updates.
Ensure compliance with organizational security and privacy policies, protect sensitive data and systems, report security incidents, and participate in required cybersecurity training.
Apply best practices related to access control, data handling, and risk mitigation within assigned duties.