Executive Assistant- NIH

Job Description

Job Title: Executive Assistant- NIH

Location: Bethesda, MD

Contract: National Institute of Health (NIH)

Period of Performance: One base year / with possible extension

Start Date: TBD (contract award date)

Note:

Salary: Compensation up to $39.97 per hour (compensation may be subject to change

Work Shift: 8:00 AM – 4:30 PM, Monday–Friday

Note: The Ravens Group, Inc. requests that all interested parties complete the attached questionnaire to be considered for this position. The Ravens Group, Inc. is currently in an active bidding process for this position, contingent upon being awarded the contract.

Veteran Friendly

Job Description

This position will independently provide support to satisfy the scientific mission of the National Institute

of Nursing Research (NINR).

The primary objective is to provide services and deliverables through the

performance of support services to the Division of Extramural Science Programs (DESP).

The Executive Assistant will have a wide range of responsibilities.

• Coordinate day-to-day operations of the Office of the DESP Director

• Supports executive-level readiness for meetings by assembling agendas and background material in

advance, filing relevant material, and scanning when needed.

• Organize and prioritize tasks, assisting with problem and conflict resolution, and responding to written

communications.

• Ensure that requests for action or information are relayed to the appropriate staff in the executive level’s

absence, and relay essential or emergency information to the executive level.

• Note commitments made by the executive level during meetings and arrange for staff implementation.

• Arrange for the executive level to represent the organization at conferences and meetings.

• Assist, as needed, with new emerging projects or needs to facilitate the functioning of the Division.

• Coordinate the preparation of documents such as travel requests, requests for sponsored travel (Form

348), training requests, individual/mass mailings, correspondence, reports, and various forms.

• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations,

and other remote connection arrangements (e.g., Teams); prepare and transmit agendas and relevant

materials; contact and communicate with participants; prepare and distribute meeting minutes.

• Establish and maintain a fiscal year calendar; update shared calendars and databases

• Coordinate the filing of office-wide reports and other activities, such as committee memberships, etc.

• Search out information requested (such as by using the internet or NIH intranet) and provide that

information.

• Track status of projects; follow up on actions through contact with staff

• Produce a wide range of documents; address a variety of office needs, which may include word

processing, information management, report preparation, publications, information gathering,

communication, etc.

• Maintain SOPs, guidance documents, or instructions associated with the programs and systems used in

the organization.

• Develops, maintains, and updates documentation, databases, and spreadsheets for division administrative

functions such as emergency contact lists, vacancy packages, and travel actions.

• Support program staff as requested, as it relates to onboarding, purchase requests, travel, building

maintenance requests, and office supplies. Assemble and summarize data, background information, and

other materials from source materials or automated systems.

• Maintain contacts and other administrative databases.

• Set up and format spreadsheets to analyze information.

Qualifications

Bachelor’s degree or equivalent in related field (Business Management / Administration preferred) and

Some experience in a similar or equivalent position is preferred.

• Advanced knowledge in the operation of office equipment (computers, copiers, fax machines, labelers,

etc.), to scan, file, and/or store electronic and, where needed, paper documents for future reference.

• Expert in use of MS Office suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat

• Proficient in the use of virtual platforms (Teams, SharePoint).

• Working knowledge of social media

• Experience and demonstrated skill in

a. Meeting coordination

b. Federal travel regulations

c. Travel planning

d. Meeting minutes/summary reports

e. Identifying ways to improve the effectiveness and efficiency of work operations

f. Developing new or modified work methods and automating work processes for the conduct of administrative support functions

g. Tracking progress on assigned projects

• Strong oral and written communication skills

• Excellent organizational and time management skills with an attention to detail

. Works effectively on a team, whether as a team leader or member.

• Comfortable interacting with individuals from various backgrounds

• Skills in developing new or modified work methods and automating work processes for the conduct of administrative support functions

• Ability to transcribe and edit documents.

The Ravens Group is an "equal opportunity employer/veteran/disability" organization.Company Description

The Ravens Group is a, CVE-verified Service Disabled Veteran Owned Small Business specializing in Government Contracting and Consulting. Our corporate headquarters is located in Annapolis, Maryland. The Ravens Group, Inc. is an equal opportunity employer and/of protected veterans and individuals with disabilities.