Executive Assistant

Location
Bethesda, Maryland
Posted
Jan 17, 2022
Ref
2021-11196
Discipline
Administration, Clerical
Hotbed
BioCapital
Required Education
Doctorate/PHD/MD
Position Type
Full time

We are currently searching for an Executive Assistant to provide high level administrative support to the Chief Medical Officer at the All of Us Research Program.  This opportunity is full-time, and it is on site in Bethesda, MD.  

 

 

Duties & Responsibilities
  • Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.
  • Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
  • Communicate with Division staff for edits/ revisions to the personnel list and phone directories; distribute updates within and out of PES.
  • Maintain office records including office procurements and reimbursement procedures
  • Update/ maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
  • Provide high-level administrative task support within the Branch.
  • Drafts, edits, proofs, format communications correspondence and presentations; finalize meeting agendas and takes minutes during meetings.
  • Schedule and maintain tracking system for all activities.
  • Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
  • Keep government abreast of all commitments via the maintenance of daily calendar
  • Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel and project management.
  • Research and propose new administrative procedures.
  • Review and summarize the content of incoming materials, specially gathered information, or meetings.
  • Coordinate the new information with background office sources; draw attention to important parts or conflicts.
  • Research and propose new administrative procedures.
  • Stay abreast of and implements current regulations, policies and procedures, update staff on relevant information.
  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
  • Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
  • Extract and consolidate pertinent information.
  • Organize scientific articles and materials.
  • Plan and complete various special projects.
  • Provide editorial and logistical assistance to staff on managing special projects/ activities
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
  • Establish and prioritize meetings appointment priorities or reschedule or refuse appointments or invitations.
  • Prepare agendas, handouts, and background materials.
  • Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/or handouts copy, print, distribute, etc.
  • After meetings, review the folder notes for items requiring follow-up action; summarize and distribute minutes.
  • Develop, maintain, and update spreadsheets for personnel, budget, and travel actions
  • Develop and manage databases as needed to track protocol metadata and quality control checks.
  • Update and maintain the Program and Employee Services PES personnel list and phone directories.

#SOAR

#LI-JR1

Requirements

 

Qualifications:

 

  • Associate degree in General Business, Business Management and Administration, or similar
  • At least 3 years of administrative experience

 

 

Skills:

  • Executive level support
  • Written Communication
  • Meeting minutes/summary reports
  • Meeting coordination
  • Calendaring
  • Travel planning
  • Data analysis
  • Experience with the following software products:
    • SharePoint
    • MS Office
    • Slack
    • Zoom
    • Google Suite
    • WebEx

 

 

Due to our contractual requirements and federal orders, including an Executive Order from the White House and an emergency regulation from the Centers for Medicare & Medicaid Services (CMS), the position for which you are applying requires that you provide proof of your vaccination status. If you are unable to receive the COVID-19 vaccine for medical reasons or because of a sincerely held religious belief, you may request an exemption from the vaccination requirement which shall be reviewed after the submission of requested documentation. If an accommodation is granted, the conditions may include weekly testing and masking. All Guidehouse employees also agree to follow any additional health and safety mitigation policies that may be required in the workplace.

 

Company Description

Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.

 

Guidehouse is a leading global provider of consulting services to the public sector and commercial markets, with broad capabilities in management, technology, and risk consulting. By combining our public and private sector expertise, we help clients address their most complex challenges and navigate significant regulatory pressures focusing on transformational change, business resiliency, and technology-driven innovation. Across a range of advisory, consulting, outsourcing, and digital services, we create scalable, innovative solutions that help our clients outwit complexity and position them for future growth and success. The company has more than 12,000 professionals in over 50 locations globally. Guidehouse is a Veritas Capital portfolio company, led by seasoned professionals with proven and diverse expertise in traditional and emerging technologies, markets, and agenda-setting issues driving national and global economies.

 

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 accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. 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.