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Executive Assistant to Director of Pediatrics

Employer
Medical Science & Computing (MSC), a Dovel company
Location
Bethesda, Maryland
Start date
Nov 11, 2022

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Discipline
Administration, Clerical
Required Education
Masters Degree/MBA
Position Type
Full time
Hotbed
BioCapital

We are currently searching for an Executive Assistant to Director of Pediatrics to provide support and manage, monitor, and track electronic correspondence directed to principal; prepare draft replies. Provide administrative support, including preparation of materials and rooms for meetings, events, conferences, and travel. Work with staff to develop and manage tracking and reporting tools to monitor progress of portfolio. Work with staff on the planning of events, workshops, and team conferences; develop the agenda; organize panel members and speakers; coordinate logistics. Manage staff travel, including itinerary development, delivery of briefings and related materials; generate and prepare required documents prior to and following travel. Update and maintain principal calendars. Review incoming correspondence and documents requiring approval. This opportunity is full-time, and it is on site in Bethesda, MD.  

Duties & Responsibilities
  • Oversee inventory of office supplies.
  • Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.
  • Create summaries and reports based on information gathered.
  • Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms.
  • Prepare agendas, handouts, and background materials.
  • Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
  • Make recommendations to resolve problems that arise.
  • Participate in developmental activities involving studies and analysis of internal administrative operations, organizations, or management to achieve greater economy and efficiency.
  • Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
  • Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
  • 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.
  • 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.
  • Conduct computerized searches of library references, scientific publications, and other databases.
  • Extract and consolidate pertinent information.
  • Organize scientific articles and materials.
  • Plan and complete various special projects.
  • Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
  • Provide editorial and logistical assistance to staff on managing special projects/activities.
  • 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.
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
  • 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.
  • 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.

 

#SOAR

 

Requirements
  • Associate’s degree in Business Management and Administration
  • At least [5] five years of experience
  • Preferred, Certified Administrative Professional Certification
Compensation
  • Executive level support
  • Meeting minutes/summary reports
  • Project management, website content management
  • Meeting coordination
  • Outreach Activities
  • Expense reconciliation, project management/planning, timekeeping, fellowship program management
  • Travel planning
  • Data analysis
  • Calendaring
  • SharePoint
  • MS Office
  • WebEx
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.

 

 

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