Executive Assistant

Guidehouse • Bethesda, MD

10d • Onsite

About The Position

Guidehouse is seeking an Executive Assistant to support the National Institutes of Health (NIH) with executive administrative support, calendar management, meeting coordination, travel administration, and office operations. 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 provides administrative and operational support to the office, staff, and internal and external stakeholders.

The Executive Assistant coordinates executive calendars and meetings; supports domestic, foreign, and sponsored travel; prepares and maintains administrative records and tracking systems; and assists with procurement, timekeeping, inventory, and property management. The role also reviews documentation for compliance with federal policies and procedures, prepares reports and correspondence, develops presentations and briefing materials, maintains information in Wiki and OneDrive, manages data calls, and identifies opportunities to improve administrative processes and efficiency.

The position requires a bachelor's degree, at least four years of administrative and executive support experience, proficiency with Microsoft Excel and Word, and familiarity with NIH administrative systems, including POTS and Concur Government Edition. The successful candidate must be able to obtain and maintain a Federal or DoD public trust, with approved adjudication required before onboarding. The annual salary range is $74,000 to $124,000. Compensation depends on factors including skills, experience, training, clearances, certifications, and organizational needs. The position may be eligible for a discretionary variable incentive bonus.

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.
• Experience 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

• Active public trust or suitability is preferred.
• Previous experience supporting NIH senior executives and leadership offices is preferred.

Responsibilities

• Provide executive calendar management and scheduling support for the Executive Officer and Deputy Executive Officer.
• Deliver 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 rooms, audiovisual resources, Microsoft Teams meetings, agendas, participant communications, materials, and minutes.
• Provide administrative and procedural support for staff travel planning and execution, including domestic, foreign, and sponsored travel.
• Assist with timekeeping audit reports and related administrative tracking.
• Review documentation for compliance with federal policies, procedures, and administrative requirements.
• Develop, maintain, and update documentation, databases, spreadsheets, and tracking systems related to personnel, budgets, travel, and training.
• Prepare and process travel requests, leave authorizations, vouchers, travel tracking, office supply requests, purchase requisitions, registrations, reimbursements, and other procurement actions.
• Enter and track office supply and registration requests using government systems, including POTS.
• Coordinate preparation of 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 information flow across projects and program activities.
• Develop and maintain budget, personnel, travel, and training tracking spreadsheets; 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 within 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.
• Research, recommend, and implement administrative process improvements and best practices.
• Gather and analyze information about programs and administrative processes; 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.
• Ensure compliance with Federal Travel Regulations and applicable travel policies and procedures.

Benefits

• Medical, prescription, dental, and vision insurance
• Personal and family sick time
• Company-paid holidays
• Parental leave
• 401(k) retirement plan
• Group term life insurance and travel assistance
• Voluntary life and AD&D insurance
• Health savings account
• 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
• Care.com annual membership
• Employee assistance program
• Supplemental benefits through Corestream, including critical care, hospital indemnity, accident insurance, legal assistance, and identity theft protection
• Flexible benefits package
• Potential eligibility for a discretionary variable incentive bonus

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level