Senior Executive Assistant

Jamison Professional Services; Bethesda (MD); On-site; USD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a Senior Executive Assistant to provide essential administrative support to leadership at a prominent biomedical research agency. This role involves optimizing technology to advance research and ensuring compliance with government regulations. You'll coordinate executive calendars, manage communications, and facilitate events while contributing to a dynamic team environment. If you have a passion for organization and a knack for supporting high-level executives, this opportunity offers a chance to make a significant impact in the field of biomedical research. Join a mission-driven organization and help shape the future of health research.

Qualifications

• 5+ years of experience as an executive assistant supporting C-level executives.
• Advanced proficiency in Microsoft Office and communication platforms.

Responsibilities

• Coordinate daily calendars of executive leadership for OCIO.
• Plan appointments, events, and travel arrangements.
• Facilitate internal communication and suggest office efficiencies.

Skills

Microsoft Office

Communication Skills

Organizational Skills

Cloud Systems

Proactive Thinking

Education

Bachelor's Degree

Tools

Microsoft Teams

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Zoom

Job description

Jamison Professional Services, Inc. (“Jamison”) is currently seeking a qualified and motivated candidate for the position of Senior Executive Assistant.

RESUME REQUIREMENTS:

• Please provide a copy of your resume (not to exceed two (2) pages) that includes work experience and educational history directly related to the task and functions intended to be performed under this opportunity. Selected candidates must be available for interview and ready to start, if needed. Selected candidate will be required to sign a commitment letter.
• Please provide (3) professional references who can attest to your past performance in work similar to that described in this statement of work.

Job Title: Senior Executive Assistant | Bethesda, MD

DESCRIPTION OF SERVICES:

The primary goal is to provide administrative support services for NIH to meet Government laws and regulations and assist leadership in optimizing NIH’s technology to advance biomedical research through cutting edge practices and techniques.

The NIH, a part of the U.S. Department of Health and Human Services (HHS), is the nation’s biomedical research agency and provides research and discoveries that improve health and save lives. To accomplish this, NIH conducts research in institute laboratories, sponsors research by scientists in universities, medical schools, hospitals, and research institutions around the world; supports research training and supports biomedical information knowledge management and communication.

The scope of work for this effort is to assess, plan, implement, and monitor an effective OCIO administrative support service program (comprised of property and facilities management, on/offboarding, procurement support, human resources support, logistics, and executive support) at NIH to provide objective business insights and enable faster decision making while reducing risk.

REQUIRED AND DESIRED KNOWLEDGE, SKILLS, AND ABILITIES:

At a minimum:

• Education and experience: Bachelor’s degree; 5+ years of related experience required in working in an executive assistant role supporting C-level executives; advanced proficiency in Microsoft Office (Teams, Outlook, Word, Excel, and PowerPoint) and other communications platforms. (e.g., Zoom)
• Ability to communicate effectively and professionally.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Familiarity with online calendars, cloud systems, and ERPs.
• U.S. citizens.

JOB DUTIES AND RESPONSIBILITIES:

• Coordinate daily calendars of executive leadership for OCIO.
• Plan and facilitate appointments and events.
• Act as the point of contact between executive leadership and employees/clients.
• Create regular reports and update internal databases.
• Make travel arrangements.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Respond promptly to managers’ queries.
• Facilitate internal communication. (e.g. distribute information and schedule presentations)
• Suggest more efficient ways to run the office and troubleshoot malfunctions.
• Keep a tracker for review with the leadership team.

HOURS OF OPERATION:

Unless otherwise stated in this PWS, the Contractor is required to conduct business during an 80-hour biweekly basic work requirement that includes both 1) core hours; and 2) designated hours during which the employee may elect the time of such employee’s arrival at and departure from work. The NIH’s core business hours (ranging between 9:00 am to 3:00 pm Monday thru Friday) except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Most contractor personnel will not be required to perform services outside the NIH’s core business hours, on Federal holidays, and when the NIH HQ is closed.

All hours outlined in the PWS represent the Eastern Time (ET) Zone following Eastern Standard Time (EST) and Eastern Daylight Time (EDT) based on the season of the year (EST – Winter; EDT – Summer).

PRIMARY PLACE OF PERFORMANCE:

NIH envisions contractor staff will perform work on-site and off-site. At the discretion of the Government, the contractor shall propose the optimal places of performance to ensure all contract requirements are accomplished. The contractor shall submit a telecommute / onsite work plan and submit to the government for approval. This plan shall include contractors’ concept of telework / onsite work mix and government resources necessary to accomplish the onsite work portion. As part of the approval process, the government will incorporate mandatory participation for onsite meeting management, administrative, and/or operational support as necessary. NIH’s Bethesda facility is located at:

National Institute of Health
555 Rock Spring Drive
Bethesda, MD 20817

TRAVEL: No travel required.

Clearance Level Required: Must be able to pass a Federal Background check.

SECURITY REQUIREMENTS: Public Trust clearance – Contractor personnel shall be able to obtain, and maintain throughout the life of the task order, a public trust position.