Executive Assistant

Guidehouse - Bethesda, MD

Full-time - Entry Level

Bethesda, MD

Professional, Scientific, and Technical Services

About the position

We are currently searching for an Executive Assistant to provide high-level executive support to the Director of the Office of Research on Women's Health (ORWH) and other senior leadership team members. This role is essential in delivering support services that ensure the smooth functioning of the office. The Executive Assistant will be responsible for adhering to established ORWH protocols regarding scheduling, notification, and preparation of background and briefing materials for all meetings. This position requires a bachelor's degree in business administration or a similar field and is a full-time opportunity located in Bethesda, MD. The Executive Assistant will prepare daily briefing books as needed, which includes materials for daily meetings. They will independently establish appointment priorities and have the authority to reschedule or decline appointments or invitations as necessary. The role also involves developing detailed project plans and applying project management principles to implement various projects effectively. The Executive Assistant will provide the executive expertise needed to coordinate, improve, and oversee the overall functioning of the office, ensuring that all operations run smoothly. In addition to these responsibilities, the Executive Assistant will draft, review, and send communications on behalf of the Director of ORWH. They will ensure that requests for action or information are relayed to the appropriate staff and will decide whether the executive level should be notified of important or emergency issues. The role requires answering and responding to phone calls, communicating messages to the ORWH Director within 24 hours of receipt, and maintaining an accurate tracking system of all activities. The Executive Assistant will stay abreast of and implement current regulations, policies, and procedures, updating staff on relevant information as needed. They will maintain files according to ORWH internal policies and principles, plan and complete various special projects, arrange conferences and meetings, make travel arrangements, maintain complex schedules and calendars, and advise staff on the most effective method and format of presentations. Additionally, the Executive Assistant will update databases and spreadsheets, create reports for management, maintain inventory, and initiate purchase requests.

Responsibilities

• Provide high level executive support to up to 2-3 senior leadership team members, including the Director of ORWH.
• Adhere to established ORWH protocol on scheduling, notification and preparation of background and briefing materials for all meetings.
• Prepare daily briefing books as needed, including materials for daily meetings.
• Independently establish appointment priorities, or reschedule or decline appointments or invitations.
• Develop detailed project plan(s) and apply project management principles to implement projects.
• Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Draft, review, and send communications on behalf of the Director of ORWH.
• Ensure that requests for action or information are relayed to the appropriate staff.
• Decide whether executive level should be notified of important or emergency issues.
• Answer and respond to phone calls, communicate messages to the ORWH Director within 24 hours of receipt.
• Schedule and maintain an accurate tracking system of all activities.
• Stay abreast of and implement current regulations, policies and procedures, and update staff on relevant information.
• Maintain files according to the ORWH internal policies and principles.
• Plan and complete various special projects.
• Arrange conferences and meetings, make travel arrangements, maintain complex schedules and calendars, and advise staff on presentation methods.
• Update databases and spreadsheets and create reports for management.
• Maintain inventory and initiate purchase requests.

Requirements

• A minimum of THREE (3) years of experience in an administrative support role.
• Experience with meeting coordination and/or meeting minutes/summary reports.
• Executive level support experience.
• Travel planning experience.
• Managing calendars experience.
• Experience utilizing social media.
• Experience with SharePoint, Microsoft Office, Concur, and/or WebEx.

Nice-to-haves

• Certified Administrative Assistant preferred.
• Knowledge of the Federal Travel Regulation.
• Previous experience as an Executive Assistant preferred.
• Previous experience with NIH preferred.

Benefits

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Parental Leave
• 401(k) Retirement Plan
• Group Term Life and Travel Assistance
• Voluntary Life and AD&D Insurance
• Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
• Transit and Parking Commuter Benefits
• Short-Term & Long-Term Disability
• Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Care.com annual membership
• Employee Assistance Program
• Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
• Position may be eligible for a discretionary variable incentive bonus