Executive Assistant

at  Guidehouse

Job Family:
Administrative Services (Digital)
Travel Required:
None
Clearance Required:
Ability to Obtain Public Trust
What You Will Do:

We are currently searching for an Executive Assistant. This is a high-Level position which will directly support the Deputy Director (DD) of the Institute and will be interacting with a wide variety of stakeholders including Senior Leaders. This position will assist the DD in a wide variety of items from managing the DD calendar, filing, answering phones, PowerPoint Presentations, maintaining various tracking lists, etc. This is a full-time opportunity located in Bethesda, MD.

• Expertise in maintaining an Executive’s calendar, coordinating high level meetings, working with the executive to learn the executive’s style and prioritization for meeting scheduling, and skills at the scheduling of meetings/events on the calendar to assist the Executives (example include taking into consideration travel times, meeting overruns, etc.).
• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Plan and complete various special projects.
• Schedule, organizing, and facilitate the scheduling of meetings, trainings, etc. for the Institute (examples: Institutes Orientation, IC wide trainings, Division Trainings, etc.)
• Prepare various packages from personnel to orientation slides, PowerPoints, PDFs, etc. to including the tracking of the various statuses.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• 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.
• Schedule and maintain tracking system for all activities.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• 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.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• Research information requested and provided 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.
• 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.
• Coordinate meetings, conference calls, seminars, workshops and courses for staff, schedule conference rooms.
• 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.
• Develop and/or complete forms and prepare for staff’s signatures.
• Maintain email distribution lists, Institute directory, phone trees, etc.
• Update Divisions SharePoint site, pull data from various sources, collate, and summarize for Executive.
• Maintain office records including office procurements and reimbursement procedures.
• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.

Please refer the Job description for details