Job Family :Office Services (Digital)Travel Required :NoneClearance Required :Ability to Obtain Public TrustWhat You Will Do :We are currently searching for an EDI Executive Assistant. This role will independently provide support services to satisfy the overall operational objectives of the Office of the Director/NIH Office of Equity, Diversity, and Inclusion (EDI). This is a full-time opportunity located in Bethesda, MD.
Provide high-level administrative task support within the Branch.
Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
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.
Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.
Schedule and maintain tracking system for all activities.
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.
Review and summarize the content of incoming materials, specially gathered information, or meetings.
Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms.
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.
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.
Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
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.
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.
#SOARWhat You Will Need :
Associate’s degree
At least THREE (3) years of experience in an administrative support and/or executive level support role.
Experience in expense reconciliation and/or budgeting.
Previous experience with project management and planning.
Experience in Meeting coordination and/or managing minutes/summary reports.
Has coordinated calendars and scheduling for an office, team, and/or leadership.
Experience with timekeeping, social media, website content management, and/or outreach activities.
Provided travel planning and traveling requests.
Experience with data analysis.
Proficient with SharePoint, Microsoft Office, and/or WebEx.
What Would Be Nice To Have :
Bachelor’s degree preferred.
Previous experience as an Executive Assistant preferred.
Knowledge of the Federal Travel Regulation
Previous experience with Purchasing Online Tracking System (POTS), Concur (travel expenses) and/or ITAS (Timekeeping) preferred.
What We Offer:Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.Benefits include:
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
About GuidehouseGuidehouse 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 an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [email protected] . 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.