Executive Assistant, Guidehouse, Bethesda, MD

Executive Assistant

Bethesda, MD

Job description

Job Family:

Administrative Services (Digital)

Travel Required:


Clearance Required:

Ability to Obtain Public Trust

What You Will Do:

We are currently searching for an Executive Assistant to provide high level executive support to the ORWH Director. This opportunity is full-time, and it is on site in Bethesda, MD.

Responsibilities will include:

  • Manage/Maintain calendars for senior level staff members; prepare daily briefing books as needed. That includes materials for the daily meetings, independently establish appointment priorities, or reschedule or decline appointments or invitations.

  • Apprise the ORWH Director of upcoming events and speaking engagements.

  • Generate agenda, record minutes, follow-up on action items for senior leadership meetings. Maintain MS Teams site as directed and needed.

  • Schedule and coordinate weekly, biweekly, and monthly appointments, meetings, luncheons, and conference calls for assigned leadership team members using the preferred meeting platforms. Send reminder notices for these meetings to participants the day prior to the meeting date.

  • Develop, maintain, and utilize various administrative databases, as needed.

  • Maintain good communication with OD staff, Institutes, and Centers to be aware of last-minute changes.

  • Provide high level executive support to up to 2-3 senior leadership team members, including the Director of ORWH.

  • Ensure strict confidentiality of calendar information.

  • Handle sensitive and confidential information.

  • Note commitments made by executives during meetings and facilitate implementation for staff.

  • Keep government abreast of all commitments via the maintenance of daily calendar.

  • Ensure that office phone trees are up-to-date and accurate and make updates to reflect arrival/departure of staff.

  • Provide parking stickers for visitors as needed; track parking sticker use and reorder within the parameters decided by the IC as needed.

  • Adhere to established ORWH protocol on scheduling, notification and preparation of background and briefing materials for all meetings.

  • Maintain files according to the ORWH internal policies and principles.

  • Update and maintain the emergency contact information and staff listing as needed.

  • Coordinate with and act as back up to other program support assistants.

  • Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are in working order to meet daily business needs.

  • Coordinate trans-ORWH meetings as directed and needed. Serve as Liaison to ORWH or other NIH staff on various projects as assigned.

  • Ensure successful execution of projects and provide updates on project progress to the ORWH Director; ensure that assigned projects stay on task and reach their goals and objectives.

  • Develop detailed project plan(s) and apply project management principles to implement projects.

  • Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts.

  • Maintain the office shared drive and common office calendars.

  • Coordinate the printing and conversion of paper documents to electronic files. Maintain organization of electronic files on shared drives.

  • Consult with ORWH senior staff to determine appropriate participants for meetings.

  • Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms.

  • Prepare agendas, handouts, and background materials.

  • Confirm meetings via email message with each participant/their assistant with information on the date/time, location, purpose of the meeting and a list of other participants. Send reminder notices for these meetings to participants the day prior to the meeting date.

  • Set up and coordinate remote and live meetings and events for the office; query for attendees schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line is set up correctly and all materials are available for the meeting; make name badges, sign-in sheets and other ways to account for attendance; take meeting notes and document major meeting findings or actions; provide meeting minutes within one week after the meeting occurs.

  • Always interact with patience and diplomacy while scheduling.

  • Arrange office networking events and other outside functions.

  • Create spreadsheets, word documents, slides, and other documents for senior level staff.

  • Set up and format spreadsheets to analyze information, as needed.

  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.

  • Inventory and order office supplies and equipment for senior level staff with the parameters decided by ORWH Leadership; coordinate equipment maintenance; ensure that all commonly used machines (i.e., printers, scanners) are in working order and supplied with paper and toner.

  • Assist with the tracking of all property assigned to senior level staff to determine that all equipment is accounted for and properly assigned.

  • Place procurement requests with the proper justifications and supporting documentation through the NIH POTS system.

What You Will Need:

  • Minimum education- Associate degree

  • Meeting minutes/summary reports

  • Executive level support

  • Meeting coordination

  • Calendaring

  • Maintain organization of electronic files

What Would Be Nice To Have:

  • SharePoint

  • MS Office

  • POTS

  • WebEx


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 Guidehouse
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 an accommodation, please contact Guidehouse Recruiting at 1-571-###-#### or via email at ...@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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