Executive Assistant (Branch)

About the Role

We seek Executive Assistants to work with the Centers for Disease Control and Prevention (CDC) in Atlanta, GA. The successful candidate will be placed as a GbILS contractor at a CDC facility. The onsite Executive Assistant will provide primary day-to-day advanced professional administrative, logistical, and operational services to the DNPAO and DHDSP branches, including the Office of the Director (OD), Program Management Office (PMO), Policy and Partnerships Coordination (PPC), and other branches.

Responsibilities

• Communicate and liaise with executive staff across NCCDPHP, other CDC offices, and external partners, including DNPAO and DHDSP staff.
• Prepare, maintain, and disseminate executive correspondence to high-level federal, state, local, territorial, and tribal health officials, including executive summaries of meetings, briefings, presentations, and other written materials.
• Assist in preparing briefings, testimony, spreadsheets, meeting summaries, educational presentations, and meeting agendas.
• Coordinate logistics for face-to-face and virtual conferences, speaking events, site visits, congressional delegation visits, and other meetings requiring senior leadership attendance or input.
• Manage calendars and scheduling for the Director, Deputy Director, PMO, ADP, Deputy PPC, Branch Chiefs, Deputies, and Team Leads, ensuring confidentiality and coordination between the Director and Deputy Director.
• Develop tools, formats, and detailed notes for meetings, capturing action items and summaries for high-level overviews.
• Input, process, and track travel and conference requests through closeout using various systems, providing travel packets at least 3 days in advance.
• Educate travelers on rules and requirements for travel, conferences, and training.
• Manage meeting and conference logistics, including gathering, preparing, organizing, and distributing materials for virtual, local, and out-of-state events.
• Process time and attendance submissions and conduct file reviews each pay period.
• Maintain office files and records according to CDC guidelines and Federal Records Management Regulations.
• Prepare requests for office supplies, purchases, training, and equipment as requested by DNPAO and DHDSP staff.
• Track and monitor document flow and suspense dates to ensure timeliness.
• Assist with in-processing and out-processing of FTEs, fellows, contractors, and students according to DNPAO and DHDSP SOPs.
• Coordinate project activities with team staff, Division and Center subject matter experts, and OD management, including preparing agendas, setting up meetings, securing meeting spaces, and creating virtual meeting links.
• Document meetings with written minutes, action steps, and deliverables, distributing them within 48 hours and saving them to a designated share drive or SharePoint site.
• Track project activities, record status updates, share milestone updates, and resolve project timeline and resource deficiencies.
• Create detailed project plans with tasks, timelines, milestones, deliverables, resource allocations, and potential constraints.
• Ensure timely processing of actions to avoid undue delays, with failures documented as non-compliance.
• Create and maintain Division Standard Operating Procedures (SOPs).
• Execute a Non-Disclosure Agreement within 5 days of contract award or assuming calendar responsibilities, as required for accessing senior executives' calendars.

Qualifications

• Associate degree or minimum of 5 years supporting an executive in a complex organization.
• Advanced knowledge of Microsoft Office 365 programs, including Word, Excel, Teams, Calendar, Outlook, Access, and PowerPoint.
• Exceptional oral and written communication skills, with the ability to adjust to changing situations.
• Working knowledge of CDC administrative systems for travel, training, timekeeping, and other routinely used systems (e.g., TASNET, CONCUR Government Edition, ICAP, SharePoint, MACCs 1350, NCAMS).
• Ability to work independently and as part of a team.
• Presentation skills and technical proficiency for video conferencing.
• For Branch assignees: Minimum of 2 years’ experience with CONCUR Government Edition travel system.
• For Office of the Director assignees: Minimum of 2 years’ experience working directly for executives or senior staff at the OD level, with strong attention to detail.

Skills

• Advanced skills in Microsoft Office programs (Word, Excel, PowerPoint, Teams).
• Knowledge of CDC-specific policies, procedures, and systems, including:
  • Section 508 compliance
  • Plain Language guidelines
  • eClearance processes
  • CDC logo usage
  • CDC style guide
  • Travel projection and tracking tools

Preferred Qualifications

• Bachelor’s degree in a related field.

Pay and Benefits

Goldbelt provides a competitive base salary commensurate with qualifications and experience. Benefits include:

• Medical, dental, and vision insurance
• 401(k) plan with company matching
• Tax-deferred savings options
• Supplementary benefits
• Paid time off
• Professional development opportunities