Executive Administrative Assistant, Lv 4 (27826)

EXECUTIVE ADMINISTRATIVE ASSISTANT, LV 4 0317

National Institute of Allergy & Infectious Diseases (NIAID)

Division of Intramural Research (DIR)

Laboratory of Immunoregulation (LIR)

ABOUT US:

Laredo Technical Services, Inc. provides staffing services to federal Government agencies all over the world. LTSI connects the right opportunities to the right people. With our experience in placing our Team Members throughout the United States and overseas, we excel at providing experienced, professional personnel for a wide range of Professional and Office Administration as well as Medical Services. Our goal is to provide the highest quality professionals in the industry.

LTSIs culture delivers a strong work ethic while going above and beyond with a sense of urgency. We are an employee-driven company. We strive for excellence every day, which is what sets us apart from all the other government contractors. Our strong work ethic, sense of urgency and commitment to going above and beyond for our clients is what we value most!

As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) that provides a broad range of administrative, project management, and medical staffing support services, we are also honored to be a Member of the Military Spouse Employment Partnership (MSEP), and we encourage military spouses to apply for any of our positions for which they feel they are qualified.

JOB TITLE: Executive Administrative Assistant, Lv 4 0317

GOVERNMENT AGENCY & LOCATION:

National Institute of Allergy & Infectious Diseases (NIAID)

Division of Intramural Research (DIR)

Laboratory of Immunoregulation (LIR)

BG 10 - Clinical Center Rm 6a17, 10 Center Dr, Bethesda MD 20892

JOB SUMMARY:

The executive assistant will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services. The executive assistant performs administrative and office support activities that require an ability to multi-task and assist multiple NIH employees at once. More advanced computer skills are required as the assistant will be required to perform word processing, spreadsheet management, and conduct more advanced internet research. Also, reviewing and disseminating memorandums to staff; conducting documents control for routing through office; preparing purchase request for small purchases, reviewing draft policies, standard operating procedures, and memorandums for grammar and format; coordinating travel and submitting data into the NIH travel system; compiling equipment requirements for office staff (e.g., laptops, printers, monitors); preparing training requests; and preparing matrix of office needs.

RESPONSIBILITIES:

- Provide comprehensive administrative support to the Laboratory of Immunoregulation and designated leadership, ensuring efficient coordination of daily operations across clinical, research, and administrative activities.

- Serve as a central point of contact for administrative coordination with internal offices, external collaborators, vendors, and visitors, facilitating clear communication and timely execution of requests.

- Manage complex scheduling and calendar coordination by organizing meetings, interviews, seminars, and appointments; aligning availability across internal and external stakeholders; preparing agendas and materials; and tracking action items and follow-ups.

- Coordinate meeting logistics, including room reservations, virtual platform setup, material preparation, attendee communication, and post-meeting follow-up.

- Coordinate domestic and international travel by arranging itineraries, transportation, lodging, and registrations; preparing and reconciling travel documentation; tracking reimbursements; and ensuring compliance with applicable policies.

- Maintain detailed administrative tracking systems and records for scheduling, travel, meetings, events, and operational activities to support organization and reporting.

- Assist with office budget tracking and financial coordination by monitoring expenditures, reconciling costs, tracking obligations and balances, supporting budget planning and reporting, and coordinating with administrative and financial offices.

- Assist with procurement and administrative documentation related to office operations, meetings, and events, as needed.

- Plan and execute conferences, workshops, seminars, and special events by managing timelines, registration, speaker coordination, materials, logistics, and onsite or virtual support, and compiling post-event reports and expense summaries.

- Draft, edit, and manage professional correspondence and communications on behalf of the Lab Chief, including emails, memoranda, meeting materials, and stakeholder updates; track responses and provide concise summaries as needed.

- Develop and maintain communication lists, distribution channels, and administrative records in accordance with records management and privacy requirements.

- Prepare summaries and reports of meetings, events, and laboratory activities, including monthly or ad hoc updates for leadership.

- Maintain and manage databases related to laboratory personnel, collaborators, research activities, and institutional contacts; ensure data accuracy through regular updates, validation, and outreach as needed.

- Track publications, grants, awards, and professional activities for the Lab Chief and lab members, supporting preparation and updates of CVs, biosketches, and reports.

- Maintain dashboards and reporting tools to support lab operations, research progress, and clinical protocol oversight; collaborate with leadership to identify key metrics and reporting needs.

- Standardize and support reporting processes by collecting, validating, and reconciling data from multiple sources and managing timelines for reporting requirements and submissions.

- Perform data tracking and analysis activities, including organizing, cleaning, and preparing data for reporting, presentations, and administrative or research use.

- Support tracking of research and clinical activities, including project timelines, manuscript and grant progress, and coordination with collaborators.

- Maintain organized electronic filing systems and documentation to support administrative, research, and operational needs.

EDUCATION and EXPERIENCE REQUIREMENTS:

- Associates degree required; Bachelors degree preferred.

- Demonstrated experience providing administrative, operational, or program coordination support in a professional office environment.

- Demonstrated experience managing calendars, scheduling meetings, and coordinating travel arrangements for multiple stakeholders.

- Experience tracking budgets, expenditures, and administrative records using spreadsheets and standard office systems.

- Demonstrated experience planning and coordinating meetings, conferences, workshops, or similar events.

- Knowledge of federal travel and administrative procedures preferred; NIH/HHS experience strongly preferred.

- Strong proficiency in Microsoft Office Suite, especially Outlook, Excel, Word, and PowerPoint; SharePoint proficiency preferred.

- Strong organizational skills and attention to detail, with the ability to manage multiple assignments, shifting priorities, and deadlines.

- Excellent written and verbal communication skills and strong customer service orientation.

- Ability to work independently and collaboratively in a fast-paced environment.

- Experience handling sensitive information with discretion and maintaining confidentiality.

- Knowledge of HHS/NIH data privacy, records management, and administrative policies preferred.

- Ability to prepare clear status updates, meeting materials, and routine administrative reports.

POSITION TIMING: Immediate hire upon completion of all background and security investigations.

BENEFITS: Health, Dental, and Vision, 401(k), Vacation, Sick Leave, and 11 Paid Federal Holidays including:

New Years Day

Martin Luther King, Jr. Day

Presidents Birthday

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Laredo Technical Services, Inc. (LTSi) is an Equal Opportunity/Affirmative Action Employer. We make employment decisions based on merit and qualifications, ensuring equal opportunity for all applicants and employees. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, Veteran Status or any other characteristic protected by applicable law.

LTSi is committed to ensuring an accessible online application process for all individuals, including those with disabilities. We offer alternative application methods for candidates who are unable to complete the online application due to a disability or other need for accommodation. LTSi complies with the Americans with Disabilities Act (ADA), Section 503 of the Rehabilitation Act of 1973, the Vietnam-Era Veterans Readjustment Assistance Act of 1974, and other relevant state and local laws. If you need assistance with an application due to a disability, please contact [email protected] .