Executive Assistant

Job Title: Executive Assistant

Provides day-to-day operational administrative support to the CDC- DFWED/OD office as above. The tasks shall also include the following:

1. Provide assistance with conference planning.

2. Prepare correspondence, narrative reports, summaries of meetings and a variety of other related materials.

3. Assist with the preparation and editing of technical correspondence, policies, procedures, and DFWED documents.

4. Assist with the preparation of briefings, testimony, and educational presentations for DFWED.

5. Manage calendars and schedule appointments for executive staff.

6. Coordinate teleconference and other AV support for meetings, including staffing and operation of equipment. Secure any needed AV equipment for meetings.

7. Answer, triage, switch, and transfer internal and external calls.

8. Facilitate logistical arrangements for travel by preparing travel requests and itineraries according to government travel regulations, and reconciling travel vouchers.

9. Coordinate on-site and locally-held meetings.

10. Maintain office supplies and equipment.

11. Manage databases, reports, and tracking systems.

12. Maintain and update office files and filing systems to include records management to archive.

13. Initiate, plan, and coordinate communication among staff.

14. Order scientific papers and other references through library system and rename pdf files to standard.

15. Process time/attendance bi-weekly for staff.

16. Provide back-up office management assistance as needed to other support staff in DFWED.

17. Carries out recurring office procedures independently.

18. Selects the guideline or reference that fits the specific case.

19. Act as alternate property custodian.

20. Process requests as an alternate to the Property Custodial Officer in the Property Management Information System (PMIS). Initiates documentation for all property transactions in to or out of the program. Reports all property issues to the property custodial officer and project officer. Resolves discrepancies and maintains records. Provides guidance and complies with reporting deadlines.

21. Refers calls and visitors to appropriate staff.

22. Drafts and revises documents that implement decisions made by division directors and executive level staff to modify or establish policies, procedures, or objectives.

23. Maintains recurring internal reports, such as office equipment listings, correspondence controls, and training plans for executive.

24. Requisitions supplies, printing, maintenance, or other services for executive staff.

25. Maintains office files for the Division Director(s).

26. Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; suggests which requests should be handled by the manager, appropriate staff member or other offices.

27. May prepare routine, non-technical correspondence for executive staff.

28. Documents and distributes communications by Division Director and Deputy

OFR Combined SAP SOW & Evaluation Template – July 2013

29. Makes arrangements for conferences and meetings and assembles established background materials, as directed by the Director.

30. May attend meetings and record and report on the proceedings.

31. Collects information from the files or staff for routine inquiries on office program(s) or periodic reports.

32. Submits requests into a variety of CDC based systems, such as, Concur (travel), TAS NET (time and attendance), etc. for Division Directors.

33. Handles differing situations, problems, and deviations in the work of the office according to the staff’s general instructions, priorities, duties, policies, and program goals.

34. Refers non-routine requests to appropriate Division Administrative Officer (AO) or Program Management Officer (PMO).

35. Provides backup for multiple programs when other administrative support staff are absent or have peak workloads.

36. Considers and resolves issues or problems related to programmatic administrative matters.

37. Designs and develops documentation and implementation of various reporting systems.

38. Develops and maintains administrative, programmatic, and technical procedures for the day-to-day operations of the branch

39. Initiates, plans, and coordinates communication among senior staff to ensure and facilitate the timely flow of information and results of activities.

40. Provides advanced program support in the areas of research development, training, and short-term and long-term special projects.

41. Coordinates conferences, workshops, and special occasion functions on behalf of the DFWED Leadership Team.

42. Develops and implements programmatic standard operating procedures.

43. Coordinates, prepares, tracks, and provides advice and direction for standard travel orders, vouchers, and training requests.

44. Coordinates, prepares, tracks, and provides advice and direction for visits of non-CDC employees (domestic and international).

45. Coordinates, prepares, tracks, and provides advice and direction for telecommunications, office space and design projects, IT services, and facilities management for Division Directors.

46. Assists in the preparation, review, and coordination of information, decision documents, special reports, and other programmatic documents required for successful administrative management.

47. Participates in the implementation and planning of new initiatives and projects that will enhance the overall effectiveness of administrative management of the division

48. Assists in the planning, coordination and execution of CDC HRO processes including developing recruitment packages and documents for personnel actions.

49. Works with Division leadership to coordinate annual the inventory process, and coordinate transfer/excess of property.

50. Reviews Travel Undelivered Orders (UDO) fur currency during quarterly reviews and takes the appropriate actions to clear the UDO based on the review.

51. Assist with the conference and meeting event memo submission through CDC Conference Approval Management System (CAMS).

Job Type: Full-time

Pay: From $80,000.00 per year

Benefits:

• Employee assistance program
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Executive administrative support: 6 years (Required)

Work Location: Hybrid remote in Atlanta, GA 30333