Position Objective:  Under the direct supervision of the Lab Chief, the Administrative Assistant is responsible for providing comprehensive administrative support to the Lab Chief and other senior staff when needed. This dynamic position will have the opportunity to interact with scientific, clinical and administrative personnel while performing a myriad of critical administrative duties in a fast-paced, laboratory environment.

 

This full-time position requires, on-site presence at four days per week at our office at 9000 Rockville Pike, Bethesda, MD due to the collaborative and hands-on nature of the role. Additional telework may be permitted to accommodate appointments or inclement weather.

 

 

Duties and Responsibilities:

 

Scheduling and Calendar Management (60%)

• Provide administrative support to the Lab Chief by managing complex calendars including scheduling meetings, appointments, and recurring events.


• Coordinate availability across multiple stakeholders and send meeting invitations using Outlook and other scheduling platforms.


• Monitor, prioritize, and resolve scheduling conflicts proactively, ensuring timely communication of updates or changes.


• Prepare and distribute meeting agendas, background materials, and minutes as required.


• Coordinate and confirm conference room reservations and meeting logistics.


• Event Management and Logistics (20%)


• Coordinate logistics for in-person and virtual meetings, seminars, conferences, and special events, including room reservations, audiovisual setup, and catering arrangements.


• Prepare and distribute event materials such as agendas, briefing packets, handouts, and name badges.


• Assist with participant registration, attendance tracking, and post-event communications.


• Coordinate travel arrangements and accommodations for invited speakers and guests in accordance with NIH policies and procedures.


• Submit and manage VisitNIH requests, as needed.

 

 

Office Management (10%)

• Monitor and maintain office supplies and equipment; initiate procurement requests as needed.


• Process and track all lab related purchasing orders in accordance with NIH guidelines.


• Coordinate lab maintenance and service requests.


• Ensure common areas remain organized and professional in appearance.


• Manage incoming and outgoing mail, packages, and deliveries.

 

 

Other Duties as Assigned (10%)

• Provide administrative support for special projects and priority initiatives within the CCMPB.


• Maintain confidentiality of sensitive information and exercise discretion in all communications.


• Keep current on NIH operational policies and procedures.