Administrative Assistant - Level IV

We are seeking a highly organized and detail-oriented Administrative Assistant to Executive Director at NIH with administrative tasks. The ideal candidate will possess NIH experience with strong communication skills and a proactive approach to problem-solving. This role is essential in ensuring smooth office operations and providing excellent support to both staff and clients. The Administrative Assistant shall possess a very high level of professionalism, with an expertise in the following:

Knowledge of NIH Travel Support, Conference support, Executive calendar management

Responsibilities

The Administrative Assistant shall have an extensive and demonstrated knowledge of office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures.

The Administrative Assistant IV shall have very strong written and oral communication skills, demonstrates the ability to interpret/apply sound business judgment, and the innate ability to be resourceful, creative, and a problem solver.

The Administrative Assistant IV shall be able to work independently in the absence of specific instructions on numerous tasks with a high degree of speed using organizational skills and perform these duties while exhibiting the ability to maintain effective relations/results with clients and staff (onsite and remote). The Administrative Assistant shall exercise confidentiality, discretion, and problem‐solving skills.

Provides day‐to‐day operational program support. The tasks shall also include the following:

• Provides logistical support for conferences, workshops, site visits, virtual, and other appropriate meetings. Satisfies customer expectations by providing timely responses and following through on requests.
• Maintains Director's calendar and prepares meeting materials
• Experience with Domestic and International travel, conference scheduling for executives – Must have experience
• Experience with NIH Concur Government Edition – CGE ‐ Facilitate logistical arrangements for travel by preparing travel requests and itineraries according to government travel regulations, and reconciling travel vouchers
• Experience with preparing HR packages – NIH Enterprise Human Capital Management (EHCM)
• Prepare correspondence, narrative reports, summaries of meetings and a variety of other related materials.
• Interface with employees and Government clients on a regular basis.
• Coordinate employee travel and reviewing, certifying expense reports.
• Coordinate annual performance reviews; addressing and resolving performance issues.
• Conduct new employee orientations, reviewing and approving timesheets.
• Establish and maintain cooperative working relationships with a diverse group of staff members and customers to support successful performance across operations and projects.
• Develop and maintain both program and technical documentation.
• Assist with security and credentialing process as per various requirements.
• Assist in the planning, organizing and completing of a wide variety of clerical and administrative program activities.
• Make arrangements for conferences and meetings and assemble established background materials, as directed by the Director. Handle differing situations, problems, and deviations in the work of the office according to the staff’s general instructions, priorities, duties, policies, and program goals.•

Qualifications:

• 5 or more years of experience in Administrative and Program Support.
• Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, SharePoint, Adobe Acrobat, and scheduling/navigating conference applications (i.e., ZOOM, MS TEAMS, WEBEX).
• MUST HAVE Experience working with following NIH systems Concur Government Edition – CGE; NIH Enterprise Human Capital Management (EHCM) ; POTS – Purchasing Online Tracking System
• Excellent written and verbal communication skills, including the ability to comprehend and communicate with team members.
• Well organized and ability to prioritize, multi‐task and adhere to deadlines while working independently.
• Maintain a commitment to honesty, integrity and high level of efficiency and accuracy all the time.
• Highly motivated and strong team player with a commitment to ensure business requirements.
• Subject matter expert in grammar, spelling punctuation, and reparation/proof‐reading all standard/executive level office documents.
• Significant experience communicating with individuals at all levels, both orally and in writing
• Bachelor's degree or equivalent experience

Flexible work from home options available.