U.S. Department of Health and Human Services (HHS) National Institutes of Health (NIH)

Office of Research Services (ORS)

EXECUTIVE ADMINISTRATIVE ASSISTANT (CONTRACTOR)

NIH DIVISION OF VETERINARY RESOURCES (DVR)

This position is located in the Division of Veterinary Resources (DVR), Office of Research Services (ORS), Office of the Director (OD), National Institutes of Health (NIH), Department of Health and Human Services (DHHS). The Office of Research Services (ORS) provides a comprehensive portfolio of services to support the biomedical research mission of the NIH.

DVR, a component of the Office of Research Services, provides central veterinary support to the intramural research programs of the National Institutes of Health. DVR comprises a little more than half of all NIH animal-holding space, with a total of approximately 450,000 square feet in 12 facilities located on both the Bethesda campus and at the NIH Animal Center in Poolesville, Maryland. At any given time, DVR houses between 75,000 and 100,000 animals including rodents, rabbits, nonhuman primates, carnivores, ungulates, and various other species, and provides animal care and research support to the 16 NIH Institutes/Centers (ICs) that utilize laboratory animals. DVR contributes to the advancement of NIH research through the application of laboratory animal sciences by (1) consultative and collaborative interaction with NIH intramural researchers; (2) provision of professional and technical support services related to the care and use of animals; 3) procurement, transportation, and care of research animals; and (4) provision of disease control and, diagnostic services.

JOB SUMMARY:

The Executive Administrative Assistant is responsible for providing comprehensive administrative support to the DVR Director. This dynamic position will have the opportunity to interact with scientific, clinical and administrative personnel while performing a myriad of critical administrative duties in a fast-paced, executive office. This position is located on the NIH Main Campus in Bethesda, Maryland.

KEY REQUIREMENTS:

• U.S. Citizenship or Permanent Residency requirement must be met by closing date.
• Position is subject to a background investigation.

SKILLS AND ABILITIES REQUIRED:

• A minimum of 2 years of relevant work experience as an Executive Assistant or similar role required.
• Strong knowledge and experience with the Microsoft Office suite. Expert proficiency in MS Outlook required.
• Outstanding attention to detail. Ability to proofread and edit with a laser-focused eye for accuracy and quality.
• Highly dependable, proactive individual with a positive “can do” attitude.
• Excellent interpersonal skills. Strong writing, creative problem-solving, and critical thinking skills.
• Strong time-management and organizational skills to coordinate multiple projects at once.
• Flexibility to handle a variety of tasks across a broad range of areas, learn new areas quickly, and adjust to changing priorities.
• Ability to prioritize workload while considering changing needs, set deadlines independently and complete projects effectively.
• Must be a team player and must be able to provide examples of this in either a prior professional setting or elsewhere.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
• Understands, supports and adheres to ORS’s policies, philosophy and procedures.
• Adherence to the highest ethical standards working with sensitive information with absolute discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Executive Administrative Assistant will primarily perform administrative support services for NIH DVR leadership. Examples of the duties and responsibilities are listed below.

Administrative Support for the DVR Director:

• Provide C-suite level administrative support to the DVR Director including but not limited to calendar management, writing and editing e-mails, drafting memos, and preparing communications on the DVR Director’s behalf.
• Manage the office calendars for the DVR Director, including but not limited to creating meeting invitations with all relevant meeting details and attachments to appropriate attendees, following up with meeting participants to confirm attendance, rescheduling meetings in a timely manner based on prioritization. Work closely with the DVR Director to keep her well informed of upcoming commitments and responsibilities.
• Provide support for timekeeping duties for DVR staff; update and maintain timekeeping records for audits.
• Organize meetings, including but not limited to scheduling, room and audiovisual equipment reservations, sending calendar invitations and reminders to meeting attendees, preparing draft agendas/presentations/handouts, arranging Zoom/Teams/WebEx sessions, requesting teleconference lines, and taking detailed meeting notes for distribution after the meeting.
• Assist in coordinating special projects on behalf of the DVR Director including but not limited to participating in project-based meetings, collecting and preparing information for meetings, designing and producing complex documents, reports, and presentations, composing and preparing correspondence.
• Document and maintain all personal property records for government-owned property. Assist with administrative control and accountability for the care and safeguarding of government-owned equipment.
• Monitor operation of office equipment, maintenance and repairs as needed.
• Provide exceptional front office administrative support to the DVR including but not limited to answering the DVR main phone line and providing assistance to callers, greeting all scheduled and unscheduled visitors, maintaining inventory of office supplies and submitting orders in a timely manner, regularly checking the DVR mailbox.
• Manage all travel arrangements for the DVR Director, DVR staff, and visiting guests including but not limited to building travel itineraries, booking transportation and accommodations, preparing travel authorizations and vouchers for local, domestic, and foreign travel in accordance with government policy.
• Successfully complete all required trainings for administrative tasks and assignments.
• Prepare HR packages for personnel appointments and renewals; obtain required documentation from appointees as necessary (i.e., immigration paperwork, degrees, transcripts, reference letters, etc.).
• Organize, maintain, and update physical and electronic files; ensure that all files are easily accessible to others.
• Keep current on NIH operational policies and procedures.
• General office duties such as printing and copying.
• Other administrative duties on behalf of the DVR Director, as assigned.

SCOPE:

• This position does not supervise any employees.
• This position does not manage a budget.

DETAILS:

The role is located on the main NIH campus in Bethesda, Maryland and is bus/bicycle/Metro accessible. Additional details include:

• Employment type: contract position, full-time.
• Salary: commensurate with education and experience.
• Benefits: health, benefits available.
• Work alongside a supportive and innovative leadership team and colleagues within organizational systems that strive toward being a learning organization.

We strongly encourage applications from Black, Indigenous, and People of Color (BIPOC), people who identify as LGBTQIA and non-binary, people living with disabilities, and people from marginalized communities. We are happy to talk further about steps we’ve taken to integrate Equity, Diversity, and Inclusion values into our workplace.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Experience:

• Microsoft Excel: 3 years (Required)
• Microsoft Outlook Calendar: 3 years (Required)

Work Location: In person