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16 Nov 2023

Full-Time Executive Assistant ($60k to $91k)

Guidehouse – Posted by remotejobsninja United States

Job Description

Executive Assistant to Director of Pediatrics

US – Remote (Any location)

US – MD, Bethesda

time type

Full time

What You Will Do:
We are currently searching for an Executive Assistant (EA) to the Chief of Data Analytics for the All of Us Research Program will work closely with the Chief providing expert administrative support. The EA will support the Chief in performing all the duties of this new Office, success of which requires expert coordination across all current Divisions and Offices of the Program. The EA will also support the Chief in the coordination of hiring and engagement activities, coordination of meetings and events, and travel coordination. candidate. This is a full time, remote opportunity at the Bethesda, MD office.

  • Assist Director with onboarding new Branch staff (reviewing certs and resumes, identifying candidates, setting up interviews, capturing feedback from interviews, prepare onboarding paperwork).
  • Manage, monitor and track electronic correspondence directed to principal; prepare draft replies to regular and electronic correspondence.
  • Maintain a list of Action Items for the Director and future staff, and track their progress/completion.
  • Coordinate Director and future staff travel, including itinerary development, delivery of briefings and related materials; generate and prepare required documents prior to and following travel.
  • Update and maintain calendar for Director of Pediatrics and future Branch staff members.
  • Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
  • Make recommendations to resolve problems that arise.
  • Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
  • Provide high-level administrative task support within the Branch.
  • Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
  • Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
  • Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
  • Review incoming correspondence and documents requiring approval.
  • Assist with documentation for various awards (SLRP, special act, director’s service excellence, etc).
  • Schedule and maintain tracking system for all activities.
  • Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
  • Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
  • Review and summarize the content of incoming materials, specially gathered information, or meetings.
  • Coordinate the new information with background office sources; draw attention to important parts or conflicts.
  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
  • Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
  • Conduct computerized searches of library references, scientific publications and other databases; extract and consolidate pertinent information.
  • Organize scientific articles and materials.
  • Plan and complete various special projects.
  • Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
  • Provide editorial and logistical assistance to staff on managing special projects/activities.
  • Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
  • Develop briefing papers, speeches and remarks, talking points, data visualization tools and background materials for internal staff meetings and external engagement events.
  • Work with Division and Branch staff on the planning of events, workshops and team conferences; develop the agenda; organize panel members and speakers; coordinate logistics.
  • Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms.
  • Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
  • Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations.
  • Contact participants and notify them of topics to be discussed.
  • Schedule room and audio visual reservations.
  • Prepare agendas, handouts and background materials.
  • Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
  • After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.
  • Attend and participate in staff meetings.
  • Develop, maintain and update spreadsheets for personnel, budget and travel actions.
  • Develop and manage databases as needed to track protocol metadata and quality control checks.
  • Develop and/or complete forms and prepare for staff’s signatures.


What You Will Need:

  • Associate’s Degree
  • At least 5 years of experience
  • Executive level support
  • Scheduling
  • Calendaring
  • Meeting coordination

What Would Be Nice To Have:

  • Preferred, Certified Administrative Professional
  • Associate’s Degree in Business Management and Administration or related field
  • Expense reconciliation, project management/planning, timekeeping, fellowship program management
  • Project management, website content management
  • Meeting Minutes/summary reports
  • Outreach Activities
  • Travel planning
  • Data analysis
  • NIH experience Preferred
  • Strong Communication Skills

The annual salary range for this position is $60,600.00-$91,000.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

  • Medical, Rx, Dental & Vision Insurance
  • Personal and Family Sick Time & Company Paid Holidays
  • Parental Leave
  • 401(k) Retirement Plan
  • Group Term Life and Travel Assistance
  • Voluntary Life and AD&D Insurance
  • Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
  • Transit and Parking Commuter Benefits
  • Short-Term & Long-Term Disability
  • Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
  • Employee Referral Program
  • Corporate Sponsored Events & Community Outreach
  • annual membership
  • Employee Assistance Program
  • Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
  • Position may be eligible for a discretionary variable incentive bonus

Job Categories: Remote Virtual Assistant Jobs. Job Types: Full-Time.

Job expires in 30 days.

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