Senior Executive Program Support Assistant

Job Family:

Office Services (Digital)

Travel Required:

None

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:
We are currently searching for a Senior Executive Program Support Assistant. This role will provide executive level support services and deliverables to the Director of the FIC and in support of the overall operational objectives of the FIC. The role will require senior executive level experience and knowledge in the operation of office equipment to scan, file and/or store both electronic and paper documents for future reference. The individual should be vast experience in providing support to senior level executives and have excellent interpersonal skills. It is preferred for the candidate to have experience with planning travel at the NIH, be knowledgeable of the NIH travel systems and policies and the Federal Travel Regulations (FTR). This is a full-time opportunity located in Bethesda, MD.

• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.

• Oversee inventory of office supplies.

• Maintain office records including office procurements and reimbursement procedures.

• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.

• Develop, maintain, and update spreadsheets for personnel, budget and travel actions.

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.

• Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.

• Schedule and maintain tracking system for all activities.

• Maintains calendar and appointment schedule for Division Director and Division wide meetings.

• Stay abreast of and implements current regulations, policies and procedures, update staff on relevant information.

• Research information requested and provide the information; 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.

• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules, and calendars, and advises staff on the most effective method and format of presentations.

• Provide executive level travel planning services by preparing and processing travel authorizations and vouchers for local, domestic, sponsored, and foreign trips. This includes itinerary planning, schedule coordination, preparation and follow through on all required documentation; arrange for issuance of official passports and visas; retrieve documents as necessary. Use executive level expertise to investigate travel options and plan for airfare, lodging, and ground transportation. Prepare brief executive summaries to justify travel requests that require higher level approval.

• Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.

#SOAR

What You Will Need:

• Bachelor’s Degree OR Associate’s degree plus TWO (2) years of related experience is equivalent to a Bachelor’s Degree.

• A minimum of TWO (2) years of experience in administrative support, executive support, or related experience. 

• Experience with expense reconciliation, Data analysis and Budgeting

• Project management/planning experience

• Timekeeping Management

• Experience with meeting coordination and/or calendaring/scheduling.

• Travel planning and coordination experience.

What Would Be Nice To Have:

• Project Management Professional (PMP) preferred.

• Certified Administrative Professional preferred.

• Preferred experience with planning travel at the NIH, be knowledgeable of the NIH travel systems and policies and the Federal Travel Regulations (FTR).

The annual salary range for this position is $57,300.00-$85,900.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive com