Executive Assistant

Guidehouse•Bethesda, MD

2d•$74,000 - $124,000•Onsite

About The Position

We are looking for an Executive Assistant to support the National Institutes of Health (NIH), National Library of Medicine (NLM), Office of the Director (OD), Office of Administration (OA). This position is a full-time position located in Bethesda, MD and is responsible for executive administrative support, calendar management, meeting coordination, travel administration, and office operations support. Provide executive calendar management and scheduling support for the NLM Executive Officer and Deputy Executive Officer, ensuring accurate coordination of meetings, priorities, and commitments. Deliver administrative and operational support to the NLM Office of Administration 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 meeting minutes. Provide administrative and procedural support for travel planning and execution for NLM OD staff. Assist with NLM timekeeping audit reports and related administrative tracking activities. Review documentation for compliance with federal policies, procedures, and established administrative requirements. Develop, maintain, and update documentation, databases, spreadsheets, and tracking systems related to personnel, budget, travel, and training activities. Provide travel support for domestic, foreign, and sponsored travel, including travel requests, leave authorizations, vouchers, and travel tracking. Ensure compliance with Federal Travel Regulations and NLM-specific 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 using government systems, including POTS. Perform specialized administrative assignments, special projects, reporting activities, presentation development, agenda preparation, and database management. Coordinate the 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. Serve as a focal point and primary point of contact for matters concerning the Office of Administration. Design and coordinate communication processes that support the efficient 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 within NLM Wiki and OneDrive environments. Support office inventory management, equipment tracking, maintenance agreements, and property management activities. Manage and track office data calls while identifying process improvements and technology solutions to improve efficiency. Research, recommend, and implement administrative process improvements and best practices. Gather and analyze information related to programs and administrative processes and prepare reports, correspondence, and supporting documentation. Assist staff with the creation and preparation of presentations, briefing materials, and slide decks. Maintain activity tracking systems and provide ongoing status updates as required. Provide ad hoc support to NIH/NLM/OD/OA meetings, committees, working groups, and other NLM divisions. Incumbent capture, no other candidates were considered due to incumbent candidate identified. They meet the labor category requirements provided by the customer.

Requirements

Bachelor's degree.
Minimum of FOUR (4) years of administrative and executive support experience.
Proficiency with Microsoft Excel and Microsoft Word.
Experience working with NIH databases and administrative systems.
Experience supporting travel planning and execution utilizing NIH travel systems, including Concur Government Edition (CGE).
Knowledge of Federal Travel Regulations.
Ability to manage multiple priorities, schedules, and administrative activities in a fast-paced environment.
Experience reviewing documents for compliance with established policies and procedures.
Ability to develop and maintain spreadsheets, reports, tracking systems, and administrative databases.
Must be able to obtain and maintain a Federal or DoD Public Trust.
Candidates must receive approved adjudication of their Public Trust prior to onboarding with Guidehouse.
Candidates with an active Public Trust or existing suitability are preferred.

Nice To Haves

Demonstrated ability to support NIH senior executives and leadership offices.
Proficient written and verbal communication skills.
Background supporting federal acquisitions, procurement, and office supply management processes.
Familiarity with POTS and other NIH administrative systems.
Skilled in supporting budget tracking and expenditure monitoring activities.
Proficiency managing SharePoint, OneDrive, Wiki, or other document management platforms.
Ability to prepare executive briefings, reports, and presentations.
Ability to support data calls, reporting initiatives, and process improvement efforts.
Knowledge of NIH administrative, travel, personnel, and training procedures.

Responsibilities

Provide executive calendar management and scheduling support for the NLM Executive Officer and Deputy Executive Officer, ensuring accurate coordination of meetings, priorities, and commitments.
Deliver administrative and operational support to the NLM Office of Administration 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 meeting minutes.
Provide administrative and procedural support for travel planning and execution for NLM OD staff.
Assist with NLM timekeeping audit reports and related administrative tracking activities.
Review documentation for compliance with federal policies, procedures, and established administrative requirements.
Develop, maintain, and update documentation, databases, spreadsheets, and tracking systems related to personnel, budget, travel, and training activities.
Provide travel support for domestic, foreign, and sponsored travel, including travel requests, leave authorizations, vouchers, and travel tracking.
Ensure compliance with Federal Travel Regulations and NLM-specific 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 using government systems, including POTS.
Perform specialized administrative assignments, special projects, reporting activities, presentation development, agenda preparation, and database management.
Coordinate the 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.
Serve as a focal point and primary point of contact for matters concerning the Office of Administration.
Design and coordinate communication processes that support the efficient 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 within NLM Wiki and OneDrive environments.
Support office inventory management, equipment tracking, maintenance agreements, and property management activities.
Manage and track office data calls while identifying process improvements and technology solutions to improve efficiency.
Research, recommend, and implement administrative process improvements and best practices.
Gather and analyze information related to programs and administrative processes and prepare reports, correspondence, and supporting documentation.
Assist staff with the creation and preparation of presentations, briefing materials, and slide decks.
Maintain activity tracking systems and provide ongoing status updates as required.
Provide ad hoc support to NIH/NLM/OD/OA meetings, committees, working groups, and other NLM divisions.

Benefits

Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Parental Leave
401(k) Retirement Plan
Group Term Life and Travel Assistance
Voluntary Life and AD&D Insurance
Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
Transit and Parking Commuter Benefits
Short-Term & Long-Term Disability
Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Care.com annual membership
Employee Assistance Program
Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
Position may be eligible for a discretionary variable incentive bonus