Executive Assistant

Location
Bethesda, Maryland
Posted
May 07, 2022
Ref
2022-11714
Discipline
Administration, Clerical
Hotbed
BioCapital
Required Education
Bachelors Degree
Position Type
Full time

We are currently searching for an Executive Assistant to provide administrative and program coordination support of the Immediate Office of the Director, Division of Program Coordination, Planning, and Strategic Initiatives (DPCPSI). This opportunity is full-time, and it is on site in Bethesda, MD.  

Duties & Responsibilities
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare edit presentations, develop meeting agendas and create and update spreadsheets and databases
  • Assemble and summarize data, background information and other materials from source materials or automated systems
  • Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint
  • Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes
  • Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals
  • Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, leave authorizations, training requests, individual mass mailings, correspondence, reports and various forms
  • Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
  • Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow
  • Work with staff on proofreading, recommending, interpreting, and or implementing internal administrative policies and procedures
  • Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment appointment of professional, technical, and support staff, renewal extension of appointments, reassignments, pay increases adjustments, separation termination, etc.
  • Coordinate meetings, workshops and courses for staff; schedule conference rooms
  • Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
  • Research information requested and provided that information; maintain status of projects; follow up on actions through contact with office staff
  • Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
  • Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages
  • Develop, maintain and utilize various administrative databases
  • Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment
  • Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices
  • Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information
  • Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
  • Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
  • Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
  • Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs
  • Provide information to program staff on policies and procedures for government travelers and invited guests
  • Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items
  • Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies
  • Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions
  • Set up and format spreadsheets to analyze information
  • Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files
  • Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management
  • Maintain contacts database; update maintain calendars and shared calendars for multiple staff members
  • Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office
  • Serve as one of the Property Accountability Officers for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations
  • Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures
  • Enter requests for office supplies using POTS
  • Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements
  • Process and track order requests using government systems i.e., POTS on behalf of branch staff
  • Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities
  • Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests
  • Coordinate staff responses to data calls from the Office of the Director
  • Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow
  • Coordinate all administrative aspects of special projects
  • Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
  • Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives
  • Gather and analyze information about processes and programs
  • Research and advise staff on technology needs updates such as laptops, mobile devices and monitors
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
  • Assist with maintenance of SharePoint sites and shared electronic document data libraries, including development and monitoring of content and ensuring that documents and or data posted to the sites are accurate and filed appropriately
  • Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions

 

#LI-JR1

 

Requirements

 

Qualifications:

  • Bachelor’s degree in General Business, Business Management and Administration, or similar
  • At least 5 years of experience
  • Certified Administrative Professional

 

Skills:

  • Social Media
  • Knowledge of the Federal Travel Regulation
  • Meeting minutes/summary reports
  • Executive level support
  • Meeting coordination
  • Travel planning
  • Calendaring
  • Scheduling
  • SharePoint
  • MS Office
  • Concur
  • WebEx
  • ITAS

# SOAR

 

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.