Executive Administrative Assistant

Goldbelt C6 is focused on public health, including research and development services that enhance and enlarge our customers' operations. Our expertise is focused on the integration of scientific and technical support for Federal Civilian and DoD government partners. We are analytical, research and data-driven professionals with a team of experts ready to support our customer's missions.

Summary:

We are looking for an experienced professional executive administrative assistant I to work with the Centers for Disease Control and Prevention (CDC) in Atlanta, GA, through the National Center for Chronic Disease Prevention and Health Promotion's (NCCDPHP), Division of Diabetes Translation (DDT). Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries. Performs clerical tasks, coordinate various calendars, take phone calls and messages, send emails, prep for large meetings and presentations, capture notes in meetings and other related tasks. Must work well with senior leadership, excel at organization, have a self-starter attitude with the ability to identify and accomplish tasks before others recognize the need.

Essential Job Functions:

• Calendar Management - maintain appointment calendar using manual or automated processes, schedule appointments independently, remind Division Leadership of meetings, brief Leadership on the subject matter prior to the meeting, and make logistical arrangements as required: verify and ensure calendar accuracy 2 days prior to each appointment date.
• Submit requests for meeting rooms and equipment within 1 day after notification of a meeting.
• Follow ups within 30 minutes prior to the event to ensure appropriate equipment and materials are provided.
• Provide executive with travel documentation and procedures (itineraries, visa/passport procedures).
• Uses time and attendance reporting system to maintain and review records.
• Identify any issues with completeness and accuracy of records.
• Gather and analyze information required for administrative reporting.
• Creates and maintains filing system(s).
• Answers and route phone calls, mail and e-mail messages and other information dissemination.
• All calls and email requests will be answered in a timely, courteous, and professional manner, directed as appropriate or messages are taken.
• There should be no more than one substantiated complaint per month.
• Confer with other departments, officials, consultants, etc., and explains policies and procedures; makes presentations on assigned activities.
• Ensure share drive files are organized, and files are up to date.
• Update SharePoint branch calendar with fiscal deadlines Proactively identify improvements that can be made to the organization of share drive and SharePoint files.
• Maintain/update information in Contact Management SharePoint Tool Support Division staff with the coordination of meetings/conferences to determine the content of the publications, coordination of approvals and clearance, and the coordination of the printing and distribution of the publication based on management guidance.
• Maintain and distribute guidance to management of the Center's print publications guidelines regarding assigned deadlines.
• Estimate time and resources required for traveling and ensure that time schedules are met, and travel cost stay within budget.
• Ensure requests for action or information are relayed to the appropriate staff member; interpret requests and make sure information is furnished in a timely manner.
• Compose correspondence requiring understanding of technical matters.
• Interpret and adapt guidelines, including new process and procedures, precedents, and practices from leadership that has not yet been distributed to all staff.
• Coordinate travel arrangements, typically involving multiple changes and destinations based on understanding of executive's availability and obligations.
• Makes domestic and foreign travel arrangements for executive(s).
• Assure information is supplied to CIO staff offices in adequate time for preparation of necessary paperwork.
• Complete processing of vouchers.
• Initiate new and renewal guest researcher packages for ORISE Fellows, including the funding package.
• Ensure that packages are complete, follow federal policies and procedures, and that clearances, visas, and other required documentation are included for approval.

Necessary Skills and Knowledge:

• Must be tactful, highly organized, and have excellent oral and written communication skills Ability to handle multiple tasks simultaneously.
• Proficiency in the use of MS Office 2000 or MS Office Suites Software (Word, PowerPoint, Excel) and basic desktop publishing.
• Knowledge of office policies, practices and procedures.
• Experience working with databases Ability to work independently.
• Must be willing to work onsite at least 2 days per week.

Minimum Qualifications:

• Bachelor's degree or equivalent experience (five years of equivalent experience performing executive administrative support may be substituted for education)

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.