Hybrid Operations Assistant

at Guidehouse

• Job title: Operations Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $74,000 - $124,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, United States

About the role

• Operations Assistant managing travel logistics, meetings, and purchasing at Guidehouse. Work includes oversight of Branch operations and liaising with the NIH team.

Responsibilities

• Support oversight for Branch travel coordination and logistics
• Enter and track purchase requests for Branch staff, helping to prioritize key purchases to ensure continuity of operations
• Track recurring, annual purchases such as software licenses and manage the purchasing and distribution of licenses
• Lead staff transition processes – including onboarding and offboarding ensuring that transitions are monitored and critical tasks in the processes are completed
• Assist in preparing and reviewing Standard Operating Procedures, reports, presentations, and briefing materials including tracking publication submissions and acceptance across the Branch
• Support special Branch-wide projects and strategic initiatives and perform other duties as assigned
• Organize and facilitate meeting scheduling for the executive and managerial teams, maintaining an orderly and prioritized calendar
• Coordinate and organize monthly Branch All Hands and program reporting meetings, including soliciting agenda topics, compiling and distributing agendas, and supporting meeting logistics (e.g., meeting timekeeping and chat monitoring);
• Manage meeting agenda and follow-up framework; coordinating with attendees to include relevant background materials and briefing documents
• Exercise independent judgment when recommending acceptance, rescheduling, or delegation of meetings
• Attend meetings as requested and record accurate, concise minutes; capture decisions, action items, suspense dates, and responsible parties; distribute meeting summaries within established timelines
• Organize and maintain a public to NIH listing of scheduled workshops and seminars in coordination with the Branch Outreach lead and presenters across a diverse group of science and software development specialties

Requirements

• Bachelor’s degree plus minimum of SIX (6) years of prior relevant experience OR, a high school diploma plus minimum of TEN (10) years of prior relevant experience
• Strong background in Microsoft Teams and SharePoint
• Expertise with Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint, and OneNote)
• Strong interpersonal skills, an upbeat and "can do" attitude is a must for this opportunity
• Excellent communications skills, both oral and written
• Must be able to obtain and maintain a Federal or DoD Public Trust. Candidates must receive approved adjudication of their Public Trust prior to onboarding with Guidehouse.
• Candidates with an active Public Trust or existing suitability are preferred
• Ability to meet position requirements that include required in-person activities, such as new-joiner orientation in Tysons Corner, VA and onsite meetings in Rockville, MD, as determined by program and business needs.

Benefits

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Parental Leave
• 401(k) Retirement Plan
• Group Term Life and Travel Assistance
• Voluntary Life and AD&D Insurance
• Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
• Transit and Parking Commuter Benefits
• Short-Term & Long-Term Disability
• Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Care.com annual membership
• Employee Assistance Program
• Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)