EXECUTIVE ADMINISTRATIVE ASSISTANT, LV 4

EXECUTIVE ADMINISTRATIVE ASSISTANT, LV 4

EXECUTIVE ADMINISTRATIVE ASSISTANT, LV 4

ABOUT US:
Laredo Technical Services, Inc. provides staffing services to federal Government agencies all over the world. LTSI
connects the right opportunities to the right people. With our experience in placing our Team Members
throughout the United States and overseas, we excel at providing experienced, professional personnel for a wide
range of Professional and Office Administration as well as Medical Services. Our goal is to provide the highest
quality professionals in the industry.

LTSI’s culture delivers a strong work ethic while going above and beyond with a sense of urgency. We are an
employee-driven company. We strive for excellence every day, which is what sets us apart from all the other
government contractors. Our strong work ethic, sense of urgency and commitment to going above and beyond
for our clients is what we value most!

As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) that
provides a broad range of administrative, project management, and medical staffing support services, we are
also honored to be a Member of the Military Spouse Employment Partnership (MSEP), and we encourage military
spouses to apply for any of our positions for which they feel they are qualified.

JOB TITLE: Executive Administrative Assistant, Level 4

GOVERNMENT AGENCY & LOCATION:
NIAID, 9000 Rockville Pike, Building 10, Rockville, MD 20892 (Main Campus)
Division of Intramural Research (DIR)
Laboratory of Clinical Immunology and Microbiology (LCIM)
Laboratory of Viral Diseases (LVD),
Laboratory of Allergic Diseases (LAD)

POSITION INFORMATION: This will be a full-time, in-person position with normal hours of operation. Monday
through Friday, From 8:00 am – 4:30 pm., excluding Federal Holidays.
The Executive Administrative Assistant performs administrative duties for executive management. Relieves the
executive of administrative type functions in order to increase the time an executive has available for executive
level responsibilities. This position requires advanced computer and internet research skills. May handle a wide
variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for
confidential and time sensitive material. Prepares routine and advanced correspondence including letters,
memoranda, and reports. Relies on experience and judgment to plan and accomplish goals. Candidate should
have the ability to work well with all levels of management and staff. Prior experience in a scientific research
environment for a large Federal agency is preferred. A comprehensive understanding of NIH, its organization and
culture is also desired. A college degree and four (4) years of related work experience or a high school diploma
and eight (8) years of related work experience are required.

OBJECTIVE:
Independently provide support services to satisfy the overall operational objectives of the National Institute of
Allergy and Infectious Diseases (NIAID). The primary objective is to provide services and deliverables through
performance of support services. Should be knowledgeable in the operation of office equipment (computers,
copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future
reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).

DUTIES & RESPONSIBILITIES:
The Executive Administrative Assistant, Level 4 will have a wide range of responsibilities including
but not limited to administrative support to Lab Chief and multiple section chiefs in
Laboratory of Clinical Immunology and Microbiology (LCIM).
• Receive all incoming telephone calls and respond to all inquiries (verbal and written); screen all
incoming correspondence; research subject matter and provide all necessary background
information for the Office of the Chief.
• Provide critical review of the content and substance of all written action documents and
correspondence prepared for the signature of the Lab Chief and senior Principal Investigators; alert
writers to any conflict with the file or departure from policies or Lab Chief’s viewpoints; make
recommendations to resolve problems that arise.
• Coordinate any follow-up actions on confidential matters resulting from meetings; track the progress
of items of immediate concern to the Lab Chief.
• Serve as the travel planner for the Lab Chief as well as several senior Principal Investigators, both
foreign and domestic; make airline reservations, prepare travel
orders, vouchers, and related documents such as itineraries, and arrange for hotel accommodations.
• Maintain close contact with the Lab Chief while in travel status to keep him/her
informed of important matters that arise during his/her absence.
• Schedule, attend and record discussions held at meetings with senior faculty members (i.e., Section
Chief meetings).
• Summarize the content of incoming materials, specially gathered information, or
meetings to assist the Lab Chief; coordinate the new information with background
sources; draw attention to important parts or conflicts.
• Organize, summarize, and coordinate development of guidance material and informational notices
with officials and staff from other organizational components within NIH (i.e., IAMB, DIR, etc.).
• Provide laboratory staff with updated information, implementing recommendations, and policies
ensuring the laboratory understands with modifications.

Generate and analyze DIR Program Support Staff (DPSS) management information system reports as a quality control check on the accuracy and completeness of data and for purposes of identifying opportunities for QA interventions to improve
the quality of packages.
• Prepare and coordinate bi-annual Performance Management Appraisal Program (PMAP) review
process; prepare PMAP packages, coordinate review process, assimilate data, and assist Lab Chief
with completion of the PMAP process.
• Prepare and coordinate quadrennial Board of Scientific Councilors (BSC) review process; prepare
BSC packages, coordinate review process, assimilate data, and assist Lab Chief with completion of
the BSC review process.
• Analyze review results to develop narrative memorandum, briefings and other correspondence
outlining the review finding to present information as well as preparing a solution-oriented plan to
correct any inefficiencies identified through the review process to the Lab Chief and Section Chiefs.
• Set up and format spreadsheets to analyze information.\
• Coordinate the printing and conversion of paper documents to electronic files; provide analytical
and operational support in implementing Federal Records Management requirements related to
case and office files.
• Maintain and utilize various administrative programs and databases (i.e., CGE, ITAS, AMBIS, Capital
HR, FBS, PARIS).
• Prepare databases and reports for the Lab Chief and subordinates.
• Serve as the administrative coordinator for LCIM; Coordinate the day-to-day office
operation, including, but not limited to problem and conflict resolution, organization, and
prioritization of tasks; respond to written communications.
• Serve as the liaison between LCIM administrative staff and IAMB; coordinate all activities of LCIM
administrative staff including assignment of long-term projects and work distribution.
• Prepare various management reports to define and evaluate the workflow, timelines and/or potential
problems of a wide variety of program functions; keep abreast of program developments and makes
substantive recommendations for improvements in management and processing in support of LCIM.
• Maintain and update systems for communications among staff to facilitate the efficient flow
of information relating to projects and program activities.
• Coordinate annual evaluations of fellows; ensure that evaluation forms are disseminated, retrieved,
and filed; accordingly, follow up with fellows and faculty members to complete open evaluation.
• Maintain conference attendance database and prepare information for quarterly conference data
calls; maintain up to date department-wide conference attendance data.
• Coordinate fellow (i.e., IRTA/VF) recruit application packets; corresponds with recruits via phone/
email, guide recruits through the application procedures and compiles all documents needed for
fellow placement.
• Procure office supplies, lab supplies, etc. through AMBIS.
• Coordinate, prepare, and analyze of a wide variety of reports such as fellowship stipend tracking
(budget), personnel logs (FTE and non-FTE appointments), travel logs (domestic and foreign,
sponsored, and non-sponsored), and slot numbers.
• Monitor Fellowship stipend, insurance cost and billing codes.
• Input information and update status of actions in various databases and reports.
• Coordinate the preparation of a variety of documents such as travel requests, professional service
orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty
memoranda, training requests, individual/mass mailings, correspondence, reports and various forms.
 

QUALIFICATIONS:
• A college degree and four (4) years of related work experience or a high school diploma and eight (8)
years of related work experience.
• Strong communication skills, both oral and written.
• Ability to transcribe and edit documents.
• Analytic, organizational and time management skills.
• Ability to work independently and in a collaborative team environment consisting of a diverse
population.

BENEFITS:
• Health, Dental, and Vision insurance
• 401(k) Retirement Plan
• Vacation
• Sick Leave
• Competitive salary based on experience
and technical qualifications
• Disability & Life Insurance
• 11 Paid Federal Holidays including:
 New Year’s Day
 Martin Luther King, Jr. Day
 Presidents Birthday
 Memorial Day
 Juneteenth
 Independence Day
 Labor Day
 Columbus Day
 Veterans Day
 Thanksgiving Day
 Christmas Day
EQUAL OPPORTUNITY EMPLOYER: Laredo Technical Services, Inc. (LTSI) is an Equal Opportunity/Affirmative Action Employer. We provide equal consideration to all qualified applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.