NIH LTASC 00038 - Administrative Assistant IV

Hedgelan Consulting, LLC; Bethesda (MD); On-site; USD 70,000 - 100,000; Full time

Job summary

Hedgelan Consulting, LLC seeks an experienced Executive Assistant to support OSMO operations, ACPRCS, and HEAL Initiative programs. The role focuses on providing comprehensive administrative support, coordinating meetings, and maintaining organization across multiple teams at NIH facilities.

The ideal candidate will have a college degree or equivalent experience, strong communication skills, and proficiency with Microsoft Office tools.

Qualifications

• College degree and four years of related work experience, or high school diploma and eight years of related work experience.
• Experience in a federal government agency preferred.
• Advanced computer and internet research skills.
• Maintain confidentiality of sensitive materials.
• Experience preparing routine and advanced correspondence.
• Experience coordinating meetings and events for executive staff.
• Experience working with NIH/NINDS staff and executives preferred.
• Experience with calendar management, logistics, and reporting.

Responsibilities

• Provide full-time executive administrative support to satisfy operational objectives for NIH-supported programs.
• Coordinate meetings and events for HEAL, OSMO, ACPRCS and related stakeholders.
• Prepare PowerPoint presentations, agendas, and meeting notes; distribute materials.
• Create tracking tools and reports to monitor project timelines and deliverables.
• Interact with executive management and staff in high-pressure environments with professionalism.

Skills

Executive support

Calendar management

Stakeholder coordination

Communication

Attention to detail

Multi-tasking

Professional demeanor

Education

College degree or equivalent with experience

Tools

Outlook

Word

Teams

Excel

PowerPoint

Job description

Description: Hedgelan Consulting seeks a qualified and highly motivated Executive Assistant to support OSMO operations, Advisory Council on Parkinson’s Research Care and Services (ACPRCS), and HEAL Initiative programs. The primary objective is to provide administrative support services and applicable deliverables. Under the task order, the contractor will independently provide a full-time executive assistant who will provide administrative support services to satisfy the overall operational objectives of the NINDS OSMO, ACPRCS, and HEAL Initiative programs.

Minimum Educational/Experience Requirements:

• A college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience.
• Work experience in a federal government agency is preferred.
• Ability to perform administrative duties for executive management.
• Possess advanced computer and internet research skills.
• Ability to perform a variety of administrative functions with overlapping deadlines simultaneously and follow through to ensure completion of work.
• Ability to maintain confidentiality of sensitive materials.
• Experience using windows OS, Microsoft programs including Outlook, Word, Teams, Excel, and PowerPoint.
• Experience preparing routine and advanced correspondence items.
• Ability to work well with all levels of management and staff.
• Ability to respond cordially and professionally while in a high-pressure work environment.
• Experience regularly interacting with executive management/senior officials in person and virtually.
• Ability to represent in the Office in a polished, professional manner.
• Skills in creating and utilizing automated tracking/organizational tools.
• Experience performing miscellaneous administrative tasks and directly assisting senior level staff.
• Experience performing administrating assignments/tasks for NIH (preferred).
• Experience with event planning, coordinating logistics and organizing prestigious meetings and gatherings.
• Experience preparing routine and non-routine correspondence.
• Skills in establishing and maintaining effective working relationships with NIH and NINDS staff and executive management.
• Advanced skills in oral and written communications.
• Ability to pay attention to detail, minimize errors, and follows instructions precisely.
• Experience running various reports, manipulating data in computer programs such as Microsoft Excel, and creating charts and graphs.
• Experience maintaining multiple calendars and scheduling meetings/events in Microsoft Outlook
• Strong interpersonal skills.
• Preferred qualities of proposed personnel:
• Assist in the coordination, program planning, scheduling of meetings and activities for the HEAL, OSMO and ACPRCS.
• Coordinate with, or serve as back-up staff for, other support staff of HEAL, ACPRCS, and OSMO.
• Support meetings, including coordinating PowerPoint presentations, preparing and distributing meeting agendas, attending meetings held outside of the NIH Main Campus, and taking meeting notes.
• Support, organize, and coordinate relevant HEAL Office, ACPRCS, OSMO meetings which may be attended by NIH staff from multiple Institutes and Centers as well as external partners.
• Communicate (e.g., email, interview, phone calls, etc.) with HEAL and OSMO stakeholders.
• Assist with creating a pain and Parkinson’s communications strategy and creating content for the communication plan.
• Create spreadsheets, word documents, presentation slides, and other written materials.
• Collect, organize, and track materials such as adobe PDF files, excel spreadsheets, Microsoft Teams invitations, and PowerPoint slides.
• Create tracking systems and track project timelines for the staff of the HEAL and/or OSMO to help keep the team on track.
• Help design visualizations and graphics in presentations
• Help prepare communications and engagement strategies with relevant NINDS or NIH teams
• Ensure successful execution of projects and provide updates on project progress to Leadership; ensure that projects stay on schedule and reach goals and objectives.
• Operate office equipment (e.g., computers, copiers, fax machines, labelers, etc.) to scan, file, and/or store electronic and paper documents.
• Reserve NIH conference rooms and facilities, as requested.
• Work on multiple projects simultaneously.
• Respond to short-turnaround requests from NIH leadership, HEAL, or OSMO staff.
• Support procurement, contracting work and provide general administrative support.
• Submit Help Desk tickets to remediate information technology (IT), telephonic and other communications issues.
• 8:00am – 5:00pm

o Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.

o Knowledge of HHS and NIH travel regulations, policies, and procedures.

o Knowledge of computerized systems, unique to NIH, including NIH Fellowship Payment System (FPS), Purchasing On-Tracking System (POTS), Manuscript and Publication System (MAPS), NBS Sunflower (for Property Management), NIH

o Property Management Portal (NPMP), and NBS Concur Government Edition (CGE).

Roles and Responsibilities:

The following tasks are within the Labor Category Description for Executive Assistant. The Executive Assistant contractor staff will have a wide range of responsibilities and will:

Operational Hours: 8:00am - 5:00pm

Government-Furnished Equipment, Badge, Keys, and/or Facilities Provided: Government will provide: laptop, workstation