Executive Assistant

We are currently searching for an Executive Assistant to provide direct administrative support to the Clinical Director in the Division of Intramural Research at the National Center for Complementary and Integrative Health. This opportunity is full-time, and it is on site in Bethesda, MD.

• Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office
• Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms
• Coordinate and prepare all travel arrangements for the Clinical Director
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis
• Stay abreast of and implement current regulations, policies and procedures, update staff on relevant information
• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks
• Provide high-level administrative task support within the branch
• Schedule and maintain tracking system for all activities
• Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management
• Review and summarize the content of incoming materials, specially gathered information, or meetings
• Research and propose new administrative procedures
• 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
• Research information requested; maintain status of projects; follow up on actions through contact with office staff
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature
• Establish and prioritize meetings appointment priorities or reschedule or refuse appointments or invitations
• Contact participants and notify them of topics to be discussed
• Schedule room and audio-visual reservations
• 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
• Create summaries and reports based on information gathered
• Develop and/or complete forms and prepare for staff’s signatures
• Maintain office records including office procurements and reimbursement procedures
• Oversee inventory of office supplies and prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner

#SOAR

#LI-JR1

Qualifications:

• Associate’s Degree in Business Administration, Liberal Arts or related discipline
• At least 3 years of experience

Preferred qualifications:

• Expense reconciliation
• Project management/planning
• Timekeeping
• Fellowship program management
• Meeting minutes/summary reports
• Executive level support
• Meeting coordination
• Travel planning
• Calendaring
• Scheduling
• SharePoint
• MS Office
• Concur
• WebEx
• ITAS
• NED

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.