Executive Assistant

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

Benefits offered by this job

Medical Insurance

401(k) Retirement Plan

Paid Holidays

Job summary

Guidehouse is seeking an Executive Assistant to support NIH/NLM offices in Bethesda, MD. The role focuses on executive calendar management, meeting coordination, travel administration, and office operations.

You will work with NIH leadership to organize schedules, prepare materials, maintain databases, and ensure compliance with federal travel regulations. This full-time position offers the chance to contribute to mission-critical government programs.

Qualifications

• Bachelor's degree.
• 4+ years of administrative and executive support experience.
• Proficiency with Microsoft Excel and Word.
• Experience with NIH databases and administrative systems.
• Experience supporting travel planning with CGE.
• Knowledge of Federal Travel Regulations.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to develop and maintain spreadsheets, reports and databases.
• Must obtain/maintain Public Trust.

Responsibilities

• Provide executive calendar management for NIH/NLM leadership.
• Coordinate meetings, travel, and office operations.
• Support travel planning and related reimbursements.
• Maintain documentation, databases and tracking systems.
• Ensure compliance with federal policies and NIH procedures.

Skills

Executive support

Calendar management

Travel coordination

Federal regulatory knowledge

Education

Bachelor's degree

Tools

Excel

Word

Concur CGE

POTS

Job description

What You Will Do

We are looking for an Executive Assistant to support the National Institutes of Health (NIH), National Library of Medicine (NLM), Office of the Director (OD), Office of Administration (OA). This position is a full-time position located in Bethesda, MD and is responsible for executive administrative support, calendar management, meeting coordination, travel administration, and office operations support.

• Provide executive calendar management and scheduling support for the NLM Executive Officer and Deputy Executive Officer, ensuring accurate coordination of meetings, priorities, and commitments.
• Deliver administrative and operational support to the NLM Office of Administration 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 NLM OD staff.
• Assist with NLM 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 and NLM-specific 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.
• Serve as a focal point and primary point of contact for matters concerning the Office of Administration.
• 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 NLM 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.
• Provide ad hoc support to NIH/NLM/OD/OA meetings, committees, working groups, and other NLM divisions.

Job Family

Program Management

Travel Required

None

Clearance Required

Ability to Obtain Public Trust

What You Will Need

• Bachelor's degree.
• Minimum of FOUR (4) years of administrative and executive support experience.
• Proficiency with Microsoft Excel and Microsoft Word.
• Experience working with NIH databases and administrative systems.
• Experience supporting travel planning and execution utilizing NIH travel systems, including Concur Government Edition (CGE).
• Knowledge of Federal Travel Regulations.
• Ability to manage multiple priorities, schedules, and administrative activities in a fast-paced environment.
• Experience reviewing documents for compliance with established policies and procedures.
• Ability to develop and maintain spreadsheets, reports, tracking systems, and administrative databases.
• Must be able to obtain and maintain a Federal or DoD Public Trust. Candidates must receive approved adjudication of their Public Trust prior to onboarding with Guidehouse. Candidates with an active Public Trust or existing suitability are preferred.

What Would Be Nice To Have

• Demonstrated ability to support NIH senior executives and leadership offices.
• Proficient written and verbal communication skills.
• Background supporting federal acquisitions, procurement, and office supply management processes.
• Familiarity with POTS and other NIH administrative systems.
• Skilled in supporting budget tracking and expenditure monitoring activities.
• Proficiency managing SharePoint, OneDrive, Wiki, or other document management platforms.
• Ability to prepare executive briefings, reports, and presentations.
• Ability to support data calls, reporting initiatives, and process improvement efforts.
• Knowledge of NIH administrative, travel, personnel, and training procedures.

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, security clearances, licensure and certifications, and other business and organizational needs.

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 Opportunity Employer–Protected Veterans, Individuals with Disabilities 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.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or [e-mail]. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline. If you want to check the validity of correspondence you have received, please contact [e-mail]. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.

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.