Job Family :

Administrative Services (Digital)

Travel Required :

None

Clearance Required :

Ability to Obtain Public Trust

What You Will Do :

We are currently searching for an Executive Assistant to provide administrative support for the Surgeon-in-Chief at the Clinical Center, NIH. This is a full-time on-site position supporting the NIH office in Bethesda, MD.

• Provide high-level administrative task support within the Branch.

• ​Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.

• Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms.

• ​Create summaries and reports based on information gathered.

• ​Schedule and maintain tracking system for all activities.

• ​Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.

• ​Make recommendations to resolve problems that arise.

• ​Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.

• Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.

• ​Keep government abreast of all commitments via the maintenance of daily calendar.

• Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.

• Review and summarize the content of incoming materials, specially gathered information, or meetings.

• ​Coordinate the new information with background office sources; draw attention to important parts or conflicts.

• ​Research and propose new administrative procedures.

• ​Stay abreast of and implement current regulations, policies and procedures, update staff on relevant information.

• ​Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.

• ​Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.

• ​Conduct computerized searches of library references, scientific publications, and other databases.

• ​Extract and consolidate pertinent information.

• ​Organize scientific articles and materials.

• ​Plan and complete various special projects.

• ​Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.

• ​Provide editorial and logistical assistance to staff on managing special projects/activities.

• ​Research information requested; maintain status of projects; follow up on actions through contact with office staff.

• ​Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.

• ​Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.

• ​Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.

• ​Establish and prioritize meetings appointment priorities or reschedule or refuse appointments or invitations.

• ​Contact participants and notify them of topics to be discussed.

• ​Schedule room and audio-visual reservations.

• ​Prepare agendas, handouts, and background materials.

• ​Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.).

• ​Review the folder/notes for items requiring follow-up action; summarize and distribute minutes after meetings.

• Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.

• Develop budget proposals, monitor expenditures.

• ​Develop and manage databases as needed to track protocol metadata and quality control checks.

• ​Update and maintain the Program and Employee Services (PES) personnel list and phone directories.

• Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.

• Develop and/or complete forms and prepare for staff’s signatures.

• ​Maintain office records including office procurements and reimbursement procedures.

• Oversee inventory of office supplies.

• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.

• ​Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.

What You Will Need :

• Associate’s degree

• At least three (3) year of experience in an administrative support role.

• Executive level support

• Meeting minutes/summary reports

• Meeting coordination

• Travel planning

• Data analysis

• SharePoint

• MS Office

• WebEx

What Would Be Nice To Have :

• Bachelor’s Degree preferred.

• Previous experience as an Executive Assistant preferred.

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 Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, 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.

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.