Executive Assistant Job at Contemporaries in Bethesda

Contemporaries is a government contracting firm supporting the National Institutes of Health with their efforts to hire 2 Executive Assistants on a long-term contract. For now, this position will require the selected candidate to work in onsite in the office for 4 days per week with 1 day working remotely. Candidates with previous NIH or related government experience are highly preferred. Selected candidates will have experience and expertise with following skills: executive travel management, demanding schedule/calendar management, communications management both written and oral, policy or procedures, project support including reporting and data management, document management, and meeting coordination. 

Duties: 

• Provides executive support and expertise to improve and oversee the overall functioning of the office. 
• Coordinate day-to-day office operation. 
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities. 
• Provide technical writing expertise to assist researchers and staff prepare documents. 
• Make recommendations to resolve problems that arise. 
• Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office. 
• Provide high-level administrative task support within the branch. 
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes. 
• Schedules and maintains an accurate tracking system of all activities. 
• Updates databases and spreadsheets and creates reports for management. 
• Schedules meetings as requested and coordinates meeting details including space and equipment. 
• Work with staff on creation and preparation of presentations and slides. 
• After meetings, review notes for items requiring follow-up action. 
• Record and distribute meeting minutes. 
• Maintains calendar and appointment schedule for Division Director and Division wide meetings. 
• Maintains extramural email communication with international communities. 
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information. 
• Research and propose new administrative procedures. 
• Review and summarize content of incoming materials, specially gather information, or meetings. 
• Coordinate new information with background office sources. 
• Plans and completes various special projects. 
• Provide status reports on progress on managing projects/activities. 
• Conduct computerized searches of library references, scientific publications and other databases. 
• Organize scientific articles and materials. 
• Provide executive travel planning services by preparing and processing travel authorizations and vouchers, for both foreign and domestic travel, planning itineraries and schedules, and retrieving passports or other travel documents. 
• Initiate purchase requests. 
• Manages office inventory. 

Profile: 

• Previous experience working as an Executive Assistant, Program or Project Manager, or an Office Manager that provided executive support. 
• Experience working for NIH or other government organizations is highly preferred. 
• Experience managing executive travel including itineraries, transportation, lodging, direction, documents, and schedules. 
• Previous experience working with and managing databases. 
• Strong writing skills and experience reporting or editing other official documents. 
• Must have Purchasing and inventory management experience. 
• Expert in meeting management including reservations, scheduling, meeting minutes, and audiovisual setup. 
• Highly organized, especially when it comes to managing executive calendars and meetings. 
• Experience working in a scientific or research environment preferred. 
• Bachelor's degree highly preferred. 
• Must be very professional. 
• Must have excellent communication skills.