Executive Assistant

Job Family:
Office Services (Digital)

Travel Required:
None

Clearance Required:
Active Public Trust

What You Will Do:
We are currently searching for an Executive Assistant. This is a high-level dual-focused position which will directly support the Executive Officer (EO) and Deputy Executive Officer (DEO) of the Institute. This individual will perform a variety of duties consistent with a Management Analyst, Event Planner, Executive Assistant, Change Management Advocate, and workforce outreach. This role will be interacting with a wide variety of Senior Leaders across NIH and will assist the EO and DEO in a wide variety of items in support of the IC and will need to frequently come on site in support of these various efforts. This is a full-time opportunity located in Bethesda, MD.

• Maintains executive(s) calendar and acts as the primary POC for executive(s).
• Attend routine staff and business meetings for awareness and to take notes for distribution.
• Mentor and coach staff, advising on overall performance and specific activities.
• Observe operations and documents standard practices and develops new standard operating procedures (SOP) and instructions.
• Facilitate business process improvement activities, to include documenting as-is processes, gathering to-be requirements and validating capture with staff.
• Analyze information requirements to develop reporting systems including the systems specifications, data gathering and analytical techniques, and systems evaluation methodology.
• Assist researching and preparing program and operational strategies and implementation plans.
• Conduct in-depth analysis of all facets of operations, document areas for improvement, research improvement methodologies and recommend course of action.
• Develop procedures and systems for establishing, operating, and assessing the effectiveness of administrative controls and systems.
• Review policy, regulatory and legal requirements for operation and document gaps and propose corrective actions.
• Conduct assessments of standard operating procedures (SOP) and prepares recommendations for improvement.
• Develop and maintain SOPs for planning meetings, events and campaigns and submit changes for approval and update as necessary.
• Create SOPS for use in individual position as needed.
• Evaluate feedback form meetings, conferences and events and recommend changes and improvements to future events.
• Assist with Change Management within the IC.
• Review administrative audit and investigative reports to determine appropriate changes.
• Prepare detailed reports based on research and findings and present at meetings and briefings.
• Make travel arrangements including preparing itineraries, making transportation and hotel reservations.
• Prepare travel orders and expense vouchers using the NBS Travel Management System and maintain electronic files on all travel.
• Prepare invitational travel authorizations and other travel and maintain a file on travel authorizations and vouchers.
• Coordinate travel arrangements for sponsored participants.
• Draft policy statements and present to upper management as requested.
• Assist staff prepare briefing and presentation materials for presentation at meetings.
• Capture meeting minutes and prepare final documentation for distribution to participants.
• Assist staff on setting up for events and completing administrative reviews.
• Coordinate meeting planning and campaign development along with related internal communication elements with requestors and ensure completeness and accuracy of materials before distribution to participants.
• Plan and coordinate logistics (location, facility, participant lodging, equipment requirements, etc.) for major and large-scale meetings, conferences teleconferences, and workshops and other similar events in accordance with provided requirements, budgets, and schedules.
• Plan and coordinate all aspects of participation to include preparing and delivering forms, applications and presentations, and reserve lodging and transfer.

#SOAR

What You Will Need:

• Bachelor's degree; Associate's Degree plus TWO (2) years of additional experience in lieu of a Bachelor's Degree
• A minimum of FIVE (5) years of experience in an administrative support and/or executive level support role.
• Previous experience with project management,
• Created and managed meeting minutes/summary reports
• Experience in managing Executives' calendars, meeting coordination, event planning, calendaring, and/or scheduling.
• Previous experience with travel planning
• Have thorough data analysis skills including preparing items and tracking various items for executive review.
• Proficient in Microsoft PowerPoint Presentation including creation, updating, running, etc. in support of the executive team.
• Experience with social media, website content management, outreach activities
• Familiar with processing Parking Validation
• New skills may be required to be learned. The individual will need to evaluate the environment and self-identify these skills and be willing to reach out to others for knowledge of this skill and/or do independent research/learning of the skill.
• Ability to learn, keep up with, and research various policies and procedures.
• Advanced organizational and filing skills.
• Proficient in answering multiline phone systems and/or IC phones; have maintained phone tree and voicemail system.
• Proficient with SharePoint, Microsoft Office, PowerPoint Presentations, Teams, Zoom, Skype, and/or WebEx.
• Advanced Microsoft Excel Use

What Would Be Nice To Have:

• Master's degree preferred.
• Previous experience as an Executive Assistant or Chief of Staff preferred.
• Knowledge of the Federal Travel Regulation
• Previous experience with Purchasing Online Tracking System (POTS), Concur Government Edition (CGE), and/or Integrated Time and Attendance System (ITAS) preferred.
• Certified Administrative Professional preferred.
• Lean Six Sigma Certification preferred.
• Experience with Change Management preferred.

The annual salary range for this position is $65,900.00-$98,900.00. 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 Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, 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.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at [redacted] or via email at RecruitingA[redacted]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

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.