Executive Assistant / Administrative Support Specialist Onsite in Bethesda MD

Job Description

Job Description

Arcetyp LLC is a growing small business that provides a broad range of consulting services to US Federal Government, US Military, and Commercial clients. Services include Management & IT Consulting, Program & Project Management, and Professional & Admin Services.

We accept direct hire candidates only, W2 employee hires. We do not accept 1099 independent consultants. We do not accept staffing firms. We do not accept corp-to-corp (C2C) candidates. We can't sponsor H1B.

Arcetyp LLC is looking for a Executive Assistant / Administrative Support Specialist to support our US Government client. This position is onsite at the National Institute of Nursing Research (NINR), Building 31, Suite 5B, Bethesda, MD 20892.

The Executive Assistant provides comprehensive executive-level administrative support to the National Institute of Nursing Research (NINR) Office of the Director. The position serves as a key administrative resource responsible for coordinating daily office operations, supporting leadership activities, managing calendars and meetings, facilitating communications, preparing reports and correspondence, coordinating travel and training activities, maintaining administrative records and databases, and ensuring efficient execution of organizational priorities. The individual operates independently while supporting the scientific and administrative mission of NINR and serves as a primary point of coordination among leadership, staff, stakeholders, and external partners.

Primary Duties and Responsibilities

Executive and Administrative Support

• Coordinate day-to-day operations of the Office of the Director.
• Manage executive calendars, scheduling, and meeting coordination.
• Assemble agendas, briefing materials, and background documents for leadership meetings.
• Prepare, edit, proofread, and distribute correspondence, memoranda, reports, presentations, and other administrative documents.
• Monitor action items and commitments made during meetings and coordinate follow-up activities.
• Respond to inquiries and route requests to appropriate personnel.
• Maintain confidentiality of sensitive information and executive communications.

Meeting and Event Coordination

• Coordinate planning and logistical arrangements for meetings, conferences, and special events.
• Reserve conference rooms, audiovisual equipment, and virtual meeting platforms.
• Prepare and distribute agendas and meeting materials.
• Record, prepare, and distribute meeting minutes and action items.
• Communicate with participants and stakeholders regarding meeting schedules and requirements.

Travel and Training Administration

• Prepare and coordinate travel authorizations, travel vouchers, and sponsored travel requests.
• Assist staff with travel planning and compliance with Federal travel regulations.
• Process training requests and maintain related records.
• Track travel and training activities to ensure timely completion and documentation.

Information and Records Management

• Develop, maintain, and update administrative databases, spreadsheets, contact lists, and tracking systems.
• Establish and maintain office filing systems, both electronic and hard-copy.
• Maintain fiscal year calendars and shared office calendars.
• Coordinate filing of office reports, committee memberships, and organizational records.
• Maintain Standard Operating Procedures (SOPs), guidance documents, and administrative instructions.

Program and Office Support

• Support onboarding activities for new personnel.
• Assist with purchase requests, procurement documentation, and office supply management.
• Coordinate building maintenance requests and office service needs.
• Assemble, analyze, and summarize data from various sources.
• Track project status and follow up on pending actions and deadlines.
• Support emerging projects and special assignments as directed.

Technology and Systems Support

• Utilize Microsoft Office Suite, Adobe Acrobat, Teams, SharePoint, and other office systems.
• Create and maintain spreadsheets and reports for management review.
• Scan, archive, retrieve, and organize electronic and paper records.
• Assist in improving administrative processes and workflow efficiencies through automation and technology solutions.

Required Qualifications

• Bachelor's degree in Business Administration, Management, Public Administration, Communications, or a related field; equivalent experience may be considered.
• Experience providing executive-level administrative support in a professional office environment.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
• Experience coordinating meetings, travel, calendars, and executive correspondence.
• Strong written and verbal communication skills.
• Excellent organizational, multitasking, and time-management abilities.
• Ability to work independently while managing multiple priorities and deadlines.
• Strong attention to detail and commitment to quality.

Preferred Qualifications

• Experience supporting senior executives or organizational leadership.
• Knowledge of Federal administrative processes and travel regulations.
• Experience using Microsoft Teams and SharePoint.
• Experience developing administrative tracking systems and process improvements.
• Experience preparing meeting minutes, executive reports, and briefing materials.
• Familiarity with NIH, HHS, or Federal Government environments.

Knowledge, Skills, and Abilities

• Executive calendar and meeting management.
• Federal travel coordination and documentation.
• Administrative records management.
• Data collection, tracking, and reporting.
• Process improvement and workflow automation.
• Professional customer service and stakeholder engagement.
• Team collaboration and relationship management.
• Ability to handle sensitive and confidential information.

COMPENSATION: Pay and benefits information for this position will be provided to interested candidates that apply. Arcetyp offers a package of compensation and benefits to full-time salaried employees. Pay and Benefits from our client: we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.

Arcetyp is an Equal Opportunity Employer and we highly value diversity of our workforce. We accept resumes from all interested parties and consider applicants for all positions without regard to race, color, religion, sex, national origin, age, marital status, sexual preference, personal appearance, family responsibility, the presence of a non-job-related medical condition or physical disability, matriculation, political affiliation, veteran status, or any other legally protected status.