Administrative Assistant

GAP Solutions Inc; Maryland; On-site; USD 42,000 - 62,000; Full time

Job summary

GAP Solutions Inc. is seeking an Administrative Assistant to provide comprehensive support to the Lab Chief and senior staff in a fast-paced translational research environment.

The role requires on-site presence four days a week at our Bethesda, MD office, with potential telework for appointments or inclement weather; duties range from scheduling to event logistics and office management.

Qualifications

• U.S. Citizenship or Permanent Residency.
• Position is subject to a background investigation.
• A minimum of 2+ years of relevant work experience as an Administrative Assistant or similar role required.
• Bachelor's or higher Degree required.
• Strong knowledge and experience with the Microsoft Office suite. Expert proficiency in MS Outlook required.

Responsibilities

• Provide administrative support by managing complex calendars, scheduling meetings and appointments, and distributing agendas.
• Coordinate logistics for in-person and virtual meetings, travel, and event-related activities in compliance with NIH/NHLBI policies.
• Procure office supplies, process lab-related purchasing orders, and manage mail and deliveries.
• Support special projects, maintain confidentiality, and adhere to NIH operational policies.

Skills

Calendar management

MS Outlook

Microsoft Office

Interpersonal skills

Time management

Team player

Education

Bachelor's degree

Tools

Microsoft Office

MS Outlook

Job description

Position Objective

Under the direct supervision of the Lab Chief, the Administrative Assistant is responsible for providing comprehensive administrative support to the Lab Chief and other senior staff when needed. This dynamic position will have the opportunity to interact with scientific, clinical and administrative personnel while performing a myriad of critical administrative duties in a fast-paced, laboratory and clinical translational research environment.

This full-time position requires, on‑site presence at four days per week at our office at 9000 Rockville Pike, Bethesda, MD due to the collaborative and hands‑on nature of the role. Additional telework may be permitted to accommodate appointments or inclement weather.

Duties and Responsibilities

Scheduling and Calendar Management (60%)

• Provide administrative support to the Lab Chief by managing complex calendars including scheduling meetings, appointments, and recurring events.
• Coordinate availability across multiple stakeholders and send meeting invitations using Outlook and other scheduling platforms.
• Monitor, prioritize, and resolve scheduling conflicts proactively, ensuring timely communication of updates or changes.
• Prepare and distribute meeting agendas, background materials, and minutes as required.
• Coordinate and confirm conference room reservations and meeting logistics.

Event Management and Logistics (20%)

• Coordinate logistics for in‑person and virtual meetings, seminars, conferences, and special events, including room reservations, audiovisual setup, and catering arrangements.
• Prepare and distribute event materials such as agendas, briefing packets, handouts, and name badges.
• Assist with participant registration, attendance tracking, and post‑event communications.
• Coordinate travel arrangements and accommodations for invited speakers and guests in accordance with NIH policies and procedures.
• Submit and manage VisitNIH requests, as needed.

Office Management (10%)

• Monitor and maintain office supplies and equipment; initiate procurement requests as needed.
• Process and track all lab related purchasing orders in accordance with NIH guidelines.
• Coordinate lab maintenance and service requests.
• Ensure common areas remain organized and professional in appearance.
• Manage incoming and outgoing mail, packages, and deliveries.

Other Duties as Assigned (10%)

• Provide administrative support for special projects and priority initiatives.
• Maintain confidentiality of sensitive information and exercise discretion in all communications.
• Keep current on NIH operational policies and procedures.

Qualifications

Basic Qualifications

• U.S. Citizenship or Permanent Residency.
• Position is subject to a background investigation.
• A minimum of 2+ years of relevant work experience as an Administrative Assistant or similar role required.
• Bachelor's or higher Degree required.
• Strong knowledge and experience with the Microsoft Office suite. Expert proficiency in MS Outlook required.

Preferred Qualifications

• Outstanding attention to detail. Ability to proofread and edit with a laser-focused eye for accuracy and quality.
• Highly dependable, proactive individual with a positive "can do" attitude.
• Excellent interpersonal skills. Strong writing, creative problem-solving, and critical thinking skills.
• Strong time-management and organizational skills to coordinate multiple projects at once.
• Flexibility to handle a variety of tasks across a broad range of areas, learn new areas quickly, and adjust to changing priorities.
• Ability to prioritize workload while considering changing needs, set deadlines independently and complete projects effectively.
• Must be a team player and must be able to provide examples of this in either a prior professional setting or elsewhere.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
• Understands, supports and adheres to NHLBI's policies, philosophy and procedures.
• Adherence to the highest ethical standards and working with sensitive information with absolute discretion.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities.