Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to the Meetings & Events team’s efforts to manage administrative functions including but not limited to calendar management, notes and correspondence, expense tracking, travel management, and aspects of event and project management. Reporting to the Associate Vice President, Meetings & Events, this position will handle key functions for department leadership and provide additional support for some broader department functions.

Key Responsibilities

Administrative Support

• Manage calendars and schedule internal and external in-person and virtual meetings and teleconferences for department leadership. Organize and prepare for meetings, including gathering documents and executing meeting logistics.
• Interact with high-level external administrative personnel and their department/division principals at NIH, FDA, biopharmaceutical companies, academic institutions, non-profits and other organizations involved in improving human health.
• Draft and produce clear and concise correspondence, reports, memos, letters, agendas and other documents as needed.
• Assist with reconciliation of expenses monthly and prepare invoices and check/wire transfer requests.
• Provide logistical support for virtual meetings and local in-person meetings.  Help prepare, edit, and manage PowerPoint presentations, integrating slides from a variety of authors.
• Understand and implement FNIH administrative processes and policies
• Build collaborative relationships across the organization and participate in operational meetings
• Note taking for team and division meetings as needed.
• Support travel management, including booking, itineraries, expense reimbursements, travel-related accounts, and policy compliance.
• Provide information and assistance to callers and visitors in a courteous and professional manner.
• Organize and maintain various physical and electronic records and documents.
• Establish and consistently demonstrate an understanding of FNIH policies and procedures.
• Serve as a contributing member of the Meetings & Events team, working within a team concept to reach individual, as well as departmental goals.

Skills:

• Solid writing and communication skills, including proofreading and high levels of accuracy.
• Ability to handle multiple interruptions and adjustments to priorities throughout the day.
• Excellent memory and organizational ability to set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
• Ability to prioritize tasks by importance and urgency. Excellent memory and organizational ability in order to set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
• Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms and other office procedures and terminology. 
• Proficiency with Adobe Acrobat Pro and Microsoft Office including Word, Excel, Outlook and PowerPoint.
• Ability to integrate into and support a positive, collegial and professional team environment is essential.
• Ability to treat sensitive matters with tact and confidentiality
• Judgment to work independently and ask for guidance when needed
• Event management and/or project management skills desirable.

Education & Experience:

• Associate’s degree preferred or comparable experience.
• 2-4 years' experience with scheduling, calendar management, meeting support, filing, and invoice/payment processing required.

This is a hybrid position and requires regular visits to FNIH headquarters in Bethesda, MD. This role may require occasional evening and weekend work to support events and donor engagement activities as they occur. Additional occasional travel, both national and international, may be required for meetings, events, and potential partner and/or donor visits.  

At FNIH we are committed to living our core values every day. If you are excited about this role and the work of the Foundation, but your experience doesn’t align perfectly with all the qualifications in the job description, we encourage you to apply nonetheless. You may be just the right candidate for this or other roles at FNIH.