Executive Assistant Jobs

About The Position

Requirements

• Provide your most up-to-date resume.

Responsibilities

• Serve as a principal administrative liaison between executive leadership and program staff, contractors, and external stakeholders, exercising sound judgment in managing communications, priorities, and sensitive matters.
• Independently coordinate and manage complex administrative operations for assigned program areas, including travel, timekeeping, acquisitions, training requests, mobile device orders, telecommunications services, facilities requests, parking coordination, workforce onboarding, and other operational requirements.
• Review, analyze, and prepare executive-level correspondence, briefing materials, reports, presentations, and decision documents for dissemination to senior leadership, ensuring accuracy, completeness, and adherence to NIH and Federal policies.
• Provide executive calendar management, meeting coordination, and scheduling support, resolving conflicts, prioritizing competing demands, and ensuring leadership awareness of critical deadlines, commitments, and action items.
• Prepare, review, and track purchase requests, procurement packages, service agreements, and acquisition documentation. Ensure supporting documentation, justifications, market research, independent government estimates, and vendor quotations comply with applicable Federal acquisition regulations, NIH policies, and internal procedures.
• Monitor procurement actions through completion, coordinate with acquisition personnel and vendors, resolve discrepancies, and provide status updates to management regarding pending actions, deliveries, and outstanding obligations.
• Review receiving documentation and enter receiving information into NIH systems, including POTS, within required timeframes and assist with resolution of unpaid invoices, incomplete deliveries, and procurement discrepancies.
• Analyze administrative processes and recommend improvements that enhance operational efficiency, workforce support, customer service, and organizational effectiveness.
• Develop, maintain, and manage administrative databases, tracking systems, dashboards, and reports to support workforce management, resource allocation, travel planning, training compliance, procurement activities, parking utilization, and executive decision-making.
• Generate meeting agendas, executive summaries, action-item trackers, briefing materials, and official meeting minutes for leadership meetings, committees, and working groups. Monitor follow-up actions and ensure timely completion of assigned tasks.
• Provide controlled correspondence support, including preparation, routing, tracking, filing, records management, and maintenance of sensitive and confidential documents.
• Coordinate all aspects of domestic and international travel utilizing NIH travel systems, ensuring compliance with Federal Travel Regulations, NIH policies, and applicable funding requirements. Prepare travel authorizations, travel vouchers, and supporting documentation.
• Serve as a subject matter resource for administrative policies, procedures, and operational requirements, providing guidance and assistance to staff and management regarding administrative processes.
• Manage workforce onboarding and transition activities, including workspace assignments, government-furnished equipment, communication devices, parking arrangements, badge coordination, orientation activities, and related administrative requirements.
• Support implementation of Return-to-Office initiatives by coordinating workforce logistics, workspace utilization, employee support services, parking resources, telecommunications requirements, and operational readiness activities.
• Review electronic timecards each pay period, validate work schedules, telework agreements, overtime authorizations, credit hours, leave transactions, and alternative work schedules. Identify and resolve discrepancies within ITAS, DFAS, and other applicable systems.
• Ensure requests for action or information are appropriately routed and prioritized. Exercise independent judgment in determining issues requiring immediate executive notification and elevate critical or time-sensitive matters as appropriate.
• Engage directly with senior leadership, administrative officers, operations personnel, and management officials to resolve administrative, operational, and workforce-related issues requiring coordination across organizational boundaries.
• Maintain confidentiality and discretion in handling sensitive personnel, budgetary, procurement, and organizational information.
• Perform special projects, executive initiatives, and other duties as assigned in support of NHGRI mission objectives and organizational priorities.

Benefits

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Employee Assistance Program
• Travel Assistance Program