Administrative Assistant (50711)

Position Objective:  Under the direct supervision of the Lab Chief, the Administrative Assistant is responsible for providing comprehensive administrative support to the Lab Chief and other senior staff when needed. This dynamic position will have the opportunity to interact with scientific, clinical and administrative personnel while performing a myriad of critical administrative duties in a fast-paced, laboratory and clinical translational research environment.

This full-time position requires, on-site presence at four days per week at our office at 9000 Rockville Pike, Bethesda, MD due to the collaborative and hands-on nature of the role. Additional telework may be permitted to accommodate appointments or inclement weather.

Duties and Responsibilities:

Scheduling and Calendar Management (60%)

• Provide administrative support to the Lab Chief by managing complex calendars including scheduling meetings, appointments, and recurring events.
• Coordinate availability across multiple stakeholders and send meeting invitations using Outlook and other scheduling platforms.
• Monitor, prioritize, and resolve scheduling conflicts proactively, ensuring timely communication of updates or changes.
• Prepare and distribute meeting agendas, background materials, and minutes as required.
• Coordinate and confirm conference room reservations and meeting logistics.
• Event Management and Logistics (20%)
• Coordinate logistics for in-person and virtual meetings, seminars, conferences, and special events, including room reservations, audiovisual setup, and catering arrangements.
• Prepare and distribute event materials such as agendas, briefing packets, handouts, and name badges.
• Assist with participant registration, attendance tracking, and post-event communications.
• Coordinate travel arrangements and accommodations for invited speakers and guests in accordance with NIH policies and procedures.
• Submit and manage VisitNIH requests, as needed.

Office Management (10%)

• Monitor and maintain office supplies and equipment; initiate procurement requests as needed.
• Process and track all lab related purchasing orders in accordance with NIH guidelines.
• Coordinate lab maintenance and service requests.
• Ensure common areas remain organized and professional in appearance.
• Manage incoming and outgoing mail, packages, and deliveries.

Other Duties as Assigned (10%)

• Provide administrative support for special projects and priority initiatives.
• Maintain confidentiality of sensitive information and exercise discretion in all communications.
• Keep current on NIH operational policies and procedures.

Basic Qualifications:

• U.S. Citizenship or Permanent Residency.
• Position is subject to a background investigation.
• A minimum of 2+ years of relevant work experience as an Administrative Assistant or similar role required.
• Bachelor's or higher Degree required.
• Strong knowledge and experience with the Microsoft Office suite. Expert proficiency in MS Outlook required.

Preferred Qualifications:

• Outstanding attention to detail. Ability to proofread and edit with a laser-focused eye for accuracy and quality.
• Highly dependable, proactive individual with a positive “can do” attitude.
• Excellent interpersonal skills. Strong writing, creative problem-solving, and critical thinking skills.
• Strong time-management and organizational skills to coordinate multiple projects at once.
• Flexibility to handle a variety of tasks across a broad range of areas, learn new areas quickly, and adjust to changing priorities.
• Ability to prioritize workload while considering changing needs, set deadlines independently and complete projects effectively.
• Must be a team player and must be able to provide examples of this in either a prior professional setting or elsewhere.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
• Understands, supports and adheres to NHLBI’s policies, philosophy and procedures.
• Adherence to the highest ethical standards and working with sensitive information with absolute discretion.
   

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at [email protected]. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.