Job Family:
Program Management
Travel Required:
None
Clearance Required:
Ability to Obtain Public Trust
What You Will Do:
We are looking for an Executive Assistant to support the National Institutes of Health (NIH) by providing executive administrative support, calendar management, meeting coordination, travel administration, and office operations support. This position is a full-time position located in Bethesda, MD.
- Provide executive calendar management and scheduling support for the Executive Officer and Deputy Executive Officer, ensuring accurate coordination of meetings, priorities, and commitments.
- Deliver administrative and operational support to the office 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 staff.
- Assist with 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, 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.
- 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 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.
What You Will Need:
- Bachelor's degree.
- Minimum of FOUR (4) 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 use of POTS and other NIH administrative systems.
- Proven success in coordinating and planning NIH executive meetings.
- Skilled 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.
- Proven 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”; candidates must receive approved adjudication prior to onboarding with Guidehouse. Candidates with an active public trust or suitability are preferred.
What Would Be Nice To Have:
- Previous experience supporting NIH senior executives and leadership offices preferred.
The annual salary range for this position is $74,000.00-$124,000.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.
What We Offer:
Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.
Benefits include:
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
About Guidehouse
Guidehouse is an Equal Opportunity Employer–Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.
Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.
If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.
All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or guidehouse@myworkday.com. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.
If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline. If you want to check the validity of correspondence you have received, please contact recruiting@guidehouse.com. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.
Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.
