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Consulting firm in Gaithersburg, MD is looking for an Executive Assistant. Position will be based at our client site in Bethesda, MD.

BACKGROUND: The NIH Office of Data Science Strategy (ODSS) (1) provides leadership for advancing NIH data science across the NIH extramural and intramural research programs; (2) leads and coordinates implementation of the NIH Data Science Strategic Plan; (3) advises on the broad area encompassed by data science complementing existing investments in computational biology, bioinformatics, biostatistics, information science, medical informatics, and quantitative biology; (4) integrates existing data science efforts into a new data ecosystem and infrastructure to maximize the use of data generated by, and relevant to, NIH research, and promotes harmonization of data use throughout the NIH; (5) coordinates and collaborates with appropriate government agencies, international funders, and private organizations engaged in scientific data generation, management, and analysis; and (6) coordinates workforce development efforts to bring new data and computer science talent into the NIH and biomedical workforces.

ODSS is seeking a highly motivated and collaborative team to support the office and its mission.

Tasks Primary duties: Provides support for various procurement and administrative tasks.

• Manage senior executive staff schedules, keeping them informed and aware of changes in a fast-paced environment frequently involving competing priorities. Coordinate/compile all meeting materials and provide to staff in advance of meetings and ensure that staff attend meetings on time.
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
• Coordinate the preparation of travel requests and processing requests for travel.
• Provide administrative, procedural and informational resource support.

Provides guidance to staff on Federal guidelines and procedures, especially related to travel.

• Serve as a resource for staff regarding established operational or administrative policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.

Develops, maintains and updates documentation, administrative databases and spreadsheets for travel actions.

• Maintain databases for tracking, analyzing, and reporting of travel.
• Maintain contacts database; update maintain calendars and shared calendars for multiple staff members.

Secondary duties: Provides support for various procurement and administrative tasks.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Coordinate the preparation of a variety of items such as professional service orders, training requests, correspondence, reports and various forms.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms, and prepare and/or collect/compile materials for presentations, meetings, conferences, and ceremonies.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Zoom, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, and communication.

Acts as point of contact with management and administrative, budget and property management staff.

Coordinate and process equipment and office supply orde