Executive Assistant – Administrative Support Specialist (Onsite, Bethesda, MD)

About the role

The Executive Assistant / Administrative Support Specialist will provide high‑level administrative assistance to the Office of the Director at the National Institute of Nursing Research (NINR). This full‑time, onsite position supports the scientific and administrative mission of NINR by managing daily operations, coordinating leadership activities, and ensuring smooth communication across stakeholders.

Key responsibilities

• Coordinate day‑to‑day operations of the Office of the Director.
• Manage executive calendars, schedule meetings, and arrange logistics.
• Assemble agendas, briefing materials, and background documents for leadership meetings.
• Prepare, edit, proofread, and distribute correspondence, memoranda, reports, and presentations.
• Monitor action items from meetings and coordinate follow‑up activities.
• Respond to inquiries and route requests to appropriate personnel while maintaining confidentiality.
• Plan and execute logistics for meetings, conferences, and special events, including room reservations and audiovisual setup.
• Record, prepare, and distribute meeting minutes and action items.
• Prepare travel authorizations, vouchers, and ensure compliance with Federal travel regulations.
• Process training requests and maintain related records.

Required profile

• Proven experience providing executive‑level administrative support, preferably in a federal, research, or scientific environment.
• Strong organizational skills with the ability to manage multiple priorities independently.
• Excellent written and verbal communication skills and a high degree of professionalism.
• Ability to handle sensitive information with discretion.

Required skills