Job Information
Guidehouse Executive Assistant in BETHESDA, Maryland
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. This is a high-level position is to provide administrative support for Surgeon-in-Chief at the National Institute of Health (NIH) Clinical Center. This is a full-time opportunity located 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.
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.
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 implements 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.
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.
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.).
After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.
Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.
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.
Maintain office records including office procurements and reimbursement procedures.
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.
#SOAR
What You Will Need :
Associate’s degree
A minimum of Three (3) years of experience in an executive administrative support role.
Experience in project management
Website content management skills
Ability to craft meeting minutes and summary reports
Experience providing executive level support
Meeting coordination skills
Excellent written and verbal communication skills
Travel planning experience
Data analysis skills
Experience with SharePoint, MS Office and WebEx
What Would Be Nice To Have :
Bachelors preferred.
Previous experience as an Executive Assistant or Chief of Staff 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.