Executive Assistant

Part-Time Executive Assistant (Contract)

Lexical Intelligence provides software and services related to processing large-scale biomedical information sources. Our Natural Language Processing (NLP) and analytics software is used by policy and decision makers to evaluate and prioritize current and emerging areas of research.

We are looking for an Executive Assistant to work within the National Institutes of Health (NIH). The qualified candidate will have experience in calendar management, travel and logistics coordination, and comprehensive executive administrative support. The Executive Assistant will have a firm understanding of office productivity and collaboration tools (e.g., Microsoft Office Suite, Outlook, Teams, SharePoint) and federal administrative processes. The candidate shall be able to work well within a team of internal NIH components and external stakeholders. The selected applicant will be subject to a pre-employment background and reference check.

Scope of Duties

• Calendar and Scheduling: Provide daily calendar management, schedule and coordinate meetings across multiple time zones, resolve scheduling conflicts, book meeting rooms, and manage recurring commitments.
• Meeting Support: Prepare and distribute agendas, take and distribute bullet-point meeting minutes within one business day (without relying on AI-generated transcripts), track action items, and coordinate attendees and materials.
• Communication: Draft clear and professional email correspondence, screen and route communications, serve as the point of contact between the executive and stakeholders, and promptly escalate urgent matters.
• Travel and Logistics: Identify flights and accommodations, prepare detailed itineraries, process travel visas, and manage accurate expense reports and reimbursements.
• Document and Information Management: Prepare draft presentations and briefing documents, maintain digital and physical project filing systems, proofread/format reports, and consistently handle confidential information with discretion.
• Administrative and Task Support: Request office supplies, coordinate with vendors, track project deadlines and milestones, conduct research, and prepare status updates.

Required Qualifications

• Minimum of five (5) years of progressively responsible executive administrative support experience, preferably supporting senior leadership in a federal, research, or large organizational setting.
• Demonstrated proficiency with office productivity and collaboration tools (e.g., Microsoft Office Suite, Outlook, Teams, SharePoint, and virtual meeting platforms).
• Demonstrated ability to manage complex calendars, travel, and competing priorities with minimal supervision.
• Excellent written and verbal communication skills.
• Proven ability to handle confidential and sensitive information with discretion and sound judgment.
• Strong organizational skills and attention to detail.

Preferred Qualifications:

• Prior experience supporting NIH or other federal agency leadership.
• Familiarity with federal systems and administrative processes.
• Experience coordinating across multiple offices and external stakeholders.

Responsibilities include ensuring compliance with organizational security and privacy policies, protecting sensitive data and systems, reporting security incidents, and participating in required cybersecurity training. The role may also involve implementing best practices related to access control, data handling, and risk mitigation within the scope of assigned duties.

All candidates will be required to undergo a background check and must be authorized to work in the United States.

Salary and benefits We offer a competitive salary and a generous benefits package, including at no cost: full health and dental for you and your dependents, retirement and HSA accounts, short- and long-term disability insurance, life and accident insurance, paid time off, and 11 federal holidays.

Location: Bethesda, MD. Professional office environment and/or approved telework setting (Hybrid/Onsite depending on executive needs) – Part-time position requiring a minimum of 4 workdays per week.

Equal Employment Opportunity Policy Lexical Intelligence, LLC, provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Lexical Intelligence, LLC | 2001 Veirs Mill Rd #546 | Rockville, MD 20851