Executive Assistant

Guidehouse Inc.; Bethesda (MD); On-site; USD 74,000 - 124,000; Full time

Job summary

Guidehouse Inc. is seeking an experienced administrative professional to provide executive calendar management, travel coordination, and operations support for NIH leadership in Bethesda, MD.

The role ensures accurate scheduling, meeting logistics, and timely communications across internal and external stakeholders. You will maintain critical documentation, support budget and training tracking, and ensure compliance with federal policies.

Qualifications

• 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.

Responsibilities

• 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.

Education

Bachelor's degree

Tools

POTS

Concur Government Edition (CGE)

Job description

Job Family : Program Management

Travel Required : None

Clearance Required : Ability to Obtain Public Trust

What You Will Do:

• 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.
• This position is a full-time position located in Bethesda, MD.

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, secu