Job description

Executive Assistant

The Executive Assistant will provide support for the Director, Deputy Director, and other staff members within the Centers for Disease Control and Prevention.

Essential Duties & Responsibilities:

· Maintain calendars and scheduling for selected CDC leadership.

· Develop and provide appropriate routing and tracking services for all incoming requests for information or action, including mail distribution, email, and other digital communications.

· Provide administrative services utilizing applications which include Microsoft Word, Excel, Outlook, and PowerPoint. Intermediate knowledge of office automation software programs and operation of Windows-based computer systems is mandatory.

· Prepare and format correspondence using digital word processing software and ensure grammatical correctness and professional tone.

· Maintain files in accordance with CDC records management policies and procedures.

· Complete daily activities of the office by ensuring that official tasks are met.

· Troubleshoots phone, computer, and other equipment issues.

· Prepare, review and/or update a variety of reports, charts, and documents.

· Prepare and/or assist in the development of guidance and procedural policies for CDC by pulling together requested information, background studies and providing written documentation.

· Research various Federal and CDC regulations and guidance policies to inform CDC management officials of current processes, procedures and requirements

· Serve as time clerk for CDC FTE staff, preparing and ensuring the accuracy of bi-weekly time and attendance records, in accordance with CDC policies and procedures.

· Coordinate the development and collection of materials in preparation and completion of projects.

· Provide document records management, including organization and filing of hard and soft copies of documents utilizing a variety of tools and systems.

· Collect, and organize data from various internal and external sources and formats; present such data in spreadsheets, databases, or reports.

· Account for all government property within an assigned custodial area and ensure that records related to the property are always current and accurate.

· Work with CDC staff to collect documentation for compiling technical information for contracts, procurements, purchase orders, and credit card purchases via CDC automated systems (e.g., ICE, IAN, CCPS).

· Efficiently learn and utilize any other CDC or HHS systems that may be required during the course of any administrative tasks

· Coordinate logistics, schedule, agenda, etc. for in-person and virtual program meetings such as internal staff meetings, All Hands mtgs, routine meetings with stakeholders and partners.

· Coordinate logistics for various meetings and activities critical to business operations.

· Participate in meetings including preparing and set-up.

· Solicit topics for meeting agenda items.

· Coordinate personnel and administrative forms and forwards for processing.

· Refers non-routine requests to appropriate CDC managers and staff.

· Process travel in accordance with established CDC policy and procedures utilizing Concur Gov automated travel system for CDC staff.

· Complete all travel vouchers for CDC OD staff.

Prepare requisitions for supplies, printing, maintenance, or other services.

Qualifications:

· Prior experience as an Admin Assistant and/or Executive Assistant for the CDC/federal government strongly preferred

· Minimum of 4 years of experience as an Executive Assistant reporting directly to Senior Management

· Strong knowledge of Government travel system a must

· Advance Microsoft Office and SharePoint skills.

· Proficiency in collaboration and delegation of duties

· Strong organizational, program management and problem solving skills with impeccable multi-tasking skills

· Exceptional interpersonal skills

Friendly and professional demeanor

Job Types: Full-time, Contract

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• CDC: 1 year (Required)
• Microsoft Office: 3 years (Preferred)
• Administrative Experience: 4 years (Required)

Work Location: Hybrid remote in Atlanta, GA 30329

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