Administrative Assistant

Foundation of the NIH; Rockville (MD); On-site; USD 58,000 - 68,000; Full time

Job summary

The Foundation for the National Institutes of Health (FNIH) seeks an Administrative Assistant to support the Strategic Alliances and Translational Sciences divisions in North Bethesda, MD. The role requires strong organization, multi-tasking, and collaboration with diverse stakeholders.

You will handle calendars, meetings, travel, and communications, while helping with expense reconciliation and PowerPoint preparation for leadership presentations.

Qualifications

• Associate degree or comparable experience with 2-4 years of administrative support.
• Ability to interact courteously with diverse people in professional settings.
• Strong writing and proofreading with high accuracy in grammar, spelling and punctuation.
• Excellent organizational skills and ability to manage multiple priorities.

Responsibilities

• Manage calendars and schedule internal and external meetings and teleconferences.
• Coordinate travel arrangements for staff.
• Prepare and format letters, agendas, reports and memos.
• Assist with donor acknowledgement letters for project contributions.
• Support creation of PowerPoint presentations with multiple authors.
• Organize and maintain physical and electronic records and documents.

Skills

Writing skills

Communication skills

Calendar management

Organizational skills

Education

Associate degree or comparable experience

Tools

Adobe Acrobat Pro

Microsoft Office (Word, Excel, Outlook, PowerPoint)

Job description

Job Location: North Bethesda, MD 20852

Position Type: Full Time

Salary Range: $58,000.00 - $68,000.00 Salary/year

The Foundation for the National Institutes of Health (FNIH) is seeking a highly organized and proactive Administrative Assistant to support the Strategic Alliances and Translational Sciences divisions, a passionate team of professionals building and managing multi-million-dollar research programs to develop new ways to prevent and treat diseases.

This role is ideal for someone who enjoys managing multiple priorities, collaborating with diverse stakeholders, and contributing to innovative research partnerships that advance human health. The Administrative Assistant will provide administrative and operational support to both divisions, assist with cross-functional initiatives, and perform key support functions for the leadership of the Strategic Alliances division.

ESSENTIAL FUNCTIONS

• Manage calendars and schedule internal and external in-person and virtual meetings and teleconferences. Organize and prepare for meetings, including gathering documents and attending to meeting logistics.
• Interact with high-level external administrative personnel and their scientific research principals at NIH, FDA, biopharmaceutical companies, academic institutions, non-profits and other organizations involved in improving human health.
• Draft and produce properly formatted communications, including letters, agendas, memos, reports and other documents.
• Help reconcile expenses monthly and prepare invoices and check/wire transfer requests.
• Assist with donor acknowledgement letters for project contributions.
• Help prepare, edit, and manage PowerPoint presentations, integrating slides from a variety of authors.
• Coordinate travel arrangements as necessary for staff.
• Provide information and assistance to callers and visitors in a courteous and professional manner.
• Organize and maintain various physical and electronic records and documents.
• Establish and Consistently demonstrate an understanding of FNIH Policies and Procedures

Qualifications

• Associate degree or comparable experience as evidence of a broad education, and 2-4 years of administrative support experience with scheduling, calendar management, meeting support, and etc.
• An ability to deal with diverse situations and people in a courteous and professional manner.
• Solid writing and communication skills are a must, including an ability to proofread for grammar, spelling and punctuation with a high degree of accuracy.
• Ability to handle multiple interruptions and adjustments to priorities throughout the day.
• Strong organizational skills and ability to set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
• Proficiency with Adobe Acrobat Pro and Microsoft Office including Word, Excel, Outlook, and PowerPoint.
• Ability to integrate into and support a positive, collegial and professional team environment is essential.
• Familiarity with Blackbaud databases (Financial Edge and Raiser’s Edge) and/or SmartSheet (or similar work management software) is a plus.

At FNIH we are committed to living our core values every day.

You may be just the right candidate for this or other roles at FNIH.