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Executive Assistant

Company: Guidehouse
Location: Bethesda
Posted on: September 16, 2023

Job Description:

Job Family:

Administrative Services (Digital)
Travel Required:

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:

  • Provide high-level administrative task support with the branch.
  • Establish and prioritize meetings, appointment priorities or reschedule/ refuse appointments or invitations.
  • Keep government abreast of all commitments via the maintenance of daily calendar(s)
  • Coordinate the day-to -day offer operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.
  • Draft, review and send communication on behalf of the Branch Chief.
  • Receive and summarize the content of incoming materials, specially gathered information, or meetings.
  • Update/ main share calendars; rearrange calendar to accommodate situation of an urgent nature.
  • Provide executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
  • After meetings, review the folder/ notes for items requiring follow-up action; summarize and distribute minutes.
    • Coordinate interoffice activities; inform staff when issues/ concerns arise, so that proper actions can be taken. Make recommendations to resolve problems that arise.
    • Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms and reserve audio-video equipment.
    • Contact (meeting) participants and notify them of topics to be discussed.
    • Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/ or handouts (copy, print, distribute, etc.).
    • Prepare agendas, handouts, and background materials.
    • Coordinate the new information with background office sources; draw attention to important parts or conflicts.
    • Create summaries and reports based on information gathered.
    • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
    • Implement solutions to drive continuous improvement of business processes.
    • Participate in developmental activities involving studies and analysis of internal administrative operations, organization, or management to achieve greater economy and efficiency.
    • Research and propose new administrative procedures.
    • Develop and manage databases as needed to track protocol metadata and quality control checks.
    • Develop and/ or complete forms and prepare for staff signatures.
    • Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.
    • Schedule and maintain tracking system for all activities.
    • Communicate with Division staff for edits/ revision to the personnel list and phone directories; distribute updates within and out of PES.
    • Monitor compliance with program policies and procedures
    • Review documentation for compliance with policy and procedures interpret instruction for adherence to format; collect data; provide summaries for analysis and interpretation.
    • Stay abreast of and implement current regulations, policies and procedures, update staff on relevant information.
    • Stay abreast of and implement current regulations, policies and procedures, update staff on relevant information.
    • Identify strategies to ensure that program and contractual compliance is maintained.
    • Gather and analyst information about process and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
    • Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.
    • Gather, compile, analyze and evaluate data for performance management goals.
    • Provide guidance and assistance in developing components of short-term and long-range plans and proposals of the organization's strategic plans.
    • Performa a variety of complex, specialized support tasks on an ongoing and ad-hoc basis.
    • Maintain office records including office procurements and reimbursement procedures.
    • Oversee inventory of office supplies.
    • Prepare purchase requests, maintenance agreements and draft justifications for government signature of needed office supply items.
    • Collaborate with administrative staff to ensure all purchase requests are filled in a timely manner.
    • Work independently on special project; research and initiate actions pertaining to operation issues; coordinator proponents to research; resolve action processing issues.
    • Plan and complete various special projects.
    • Research information requested; maintain status of projects; follow-up on action through contract with office staff.
    • 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 project/ activities.
    • Plan and complete various special projects. What You Will Need:
      • Associates degree
      • 3 years of experience What Would Be Nice To Have:
        • Previous executive level support
        • Excellent written and verbal communication skills
        • Well-organized
        • Project management skills
        • Attention to details
        • Meeting planning
        • Concur MS Office

          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 About Guidehouse
            Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

            Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

            If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1- or via email at . All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

            Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.

Keywords: Guidehouse, Bethesda , Executive Assistant, Other , Bethesda, Maryland

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