Senior Executive Operations Coordinator

Senior Executive Operations Coordinator - National Institutes of Health (NIH) Bethesda, MD - Full-Time Onsite

Are you a highly professional operations and executive support professional who thrives in a fast-paced environment, remains calm under pressure, and takes pride in helping senior leaders perform at their best?

We are seeking experienced Senior Executive Operations Coordinators to provide high-level operational and executive contractor support to senior leadership at the National Institutes of Health (NIH) in Bethesda, Maryland. These are onsite positions supporting a dynamic executive environment where professionalism, discretion, responsiveness, and exceptional communication skills are essential.

The ideal candidate is organized, proactive, service-oriented, and comfortable interacting with senior executives, scientific leaders, government officials, and external stakeholders. They anticipate needs, solve problems independently, and maintain composure when priorities shift unexpectedly.

Responsibilities:

• Manage complex executive calendars, schedules, meetings, and leadership priorities.
• Coordinate and prepare briefing materials, presentations, correspondence, and meeting documentation.
• Track action items, deadlines, commitments, and operational deliverables.
• Serve as a trusted liaison between senior leadership and internal and external stakeholders.
• Coordinate leadership meetings, events, executive briefings, and special projects.
• Maintain accurate records and manage sensitive and confidential information with discretion.
• Support strategic planning initiatives and cross-organizational coordination efforts.
• Identify and resolve scheduling, logistical, and operational challenges before they become issues.
• Help improve office workflows, organizational processes, and operational effectiveness.
• Provide exceptional customer service and executive support in a high-visibility environment.

Executive Travel Management:

At least one member of the team will serve as the primary executive travel coordinator for senior leadership. Candidates with significant executive travel experience are strongly encouraged to apply.

Responsibilities may include:

• Managing complex domestic and international travel arrangements.
• Developing and adjusting detailed travel itineraries.
• Coordinating passports, visas, lodging, transportation, registrations, and travel documentation.
• Managing travel authorizations, vouchers, expense reconciliation, and related administrative requirements.
• Responding to last-minute travel changes, cancellations, disruptions, and executive scheduling conflicts with professionalism and urgency.
• Working within federal travel systems and policies, including Concur or similar travel management platforms.

Required Qualifications:

• Must be a US citizen
• 5 years of executive support, senior administrative support, office operations, or related experience.
• Demonstrated experience supporting senior leaders, executives, or high-level stakeholders.
• Exceptional written and verbal communication skills.
• Outstanding organizational skills and attention to detail.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong judgment, professionalism, and discretion.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 tools.
• Ability to work independently while contributing as part of a collaborative team.
• Ability and desire to work onsite full-time at the NIH campus in Bethesda, Maryland.

Preferred Qualifications:

• Experience supporting C-suite or senior government executives.
• Experience within NIH, HHS, other federal agencies, research organizations, academic institutions, or complex mission-driven environments.
• Experience coordinating domestic and international executive travel.
• Familiarity with federal administrative or travel processes.
• Bachelor's degree or equivalent professional experience.

The Right Person For This Role:

We are looking for someone who:

• Enjoys working in person and being part of a highly collaborative office environment.
• Remains calm, professional, and approachable during periods of high activity.
• Communicates confidently with senior executives and distinguished stakeholders.
• Anticipates needs and proactively solves problems.
• Is flexible and willing to adjust priorities as business needs change.
• Takes ownership, follows through, and can be relied upon when deadlines are tight.
• Understands the importance of confidentiality, professionalism, and exceptional service.

Work Environment:

• Full-time onsite in Bethesda, Maryland.
• Standard Monday through Friday schedule.
• Flexibility to work additional hours as needed to support executive priorities, special events, travel requirements, and time-sensitive assignments.
• Opportunity to support senior leadership in one of the nation's premier research organizations.

Salary Range:

• $80,000 – 95,000  commensurate with experience

Disclosures: Applicants selected may be subject to a government security investigation and must meet eligibility requirements for access to classified information. In addition, as a government contractor FMP follows federal guidelines which forbid drug use regardless of individual state laws.

EEO: All qualified applicants will receive fair and impartial consideration for employment without regard to race, religion, color, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, genetic information, or other legally protected status.

 Culture Statement: We are committed to an inclusive and positive culture that supports all employees. We value diverse perspectives and experiences and seek to create an environment that embraces innovation and information sharing in a safe and inclusive space. This isn’t just a smart business practice; it is a fundamental characteristic of the organization we want to be and an area where we continue to learn and grow.

Salary : $80,000 - $95,000