Executive Assistant (Division)

About the role

We seek an Executive Assistant to work onsite at the Centers for Disease Control and Prevention (CDC) in Atlanta, GA. The successful candidate will be placed as a Goldbelt Integrated Logistics Services (GbILS) contractor at a CDC facility, providing advanced professional administrative, logistical, and operational services to the Division of Nutrition, Physical Activity, and Obesity (DNPAO) and the Division for Heart Disease and Stroke Prevention (DHDSP), including their Office of the Director (OD), Policy and Partnerships Coordination (PPC), and branches. This full-time position is located at the CDC Chamblee Campus.

Responsibilities

• Input, process, and track domestic and international travel and conference requests through close-out using various systems, ensuring travelers are routinely informed of status. Travel should be processed six weeks prior to the start date, with travel packets provided at least two weeks in advance.
• Serve as liaison with and handle action requirements of the Office of Global Health.
• Gather and review reimbursement documentation to process vouchers, ensuring compliance prior to CDC approval.
• Educate travelers on rules and requirements governing travel, conferences, and training.
• Update the DNPAO and DHDSP SharePoint Calendar.
• Manage scheduling of calendars for the Director and Deputy Director under DNPAO.
• Manage Microsoft Outlook inbox for the Director and Deputy Director, including the creation of email rules and alerts.
• Schedule and manage conference room reservations as needed.
• Serve as a backup to branch Executive Assistants, performing tasks as assigned by the Program Manager.

Requirements

• 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, including:
  • Section 508 and Plain Language guidelines
  • eClearance and use of the CDC logo
  • CDC Style Guide
  • TASNET (Time and Attendance system)
  • CONCUR Government Edition travel system
  • Integrated Conference Approval Portal (ICAP)
  • SharePoint
  • Travel projection and tracking tool
  • Managing Accounting Credit Card System (MACCs 1350)
  • Non U.S. Citizen Access System (NCAMS)
• Ability to work independently and as part of a team.
• Presentation skills and technical proficiency for video conferencing.
• For assignees in the Branches: minimum of 2 years’ experience with CONCUR Government Edition travel system.
• For assignees in the Office of the Director: minimum of 2 years’ experience working directly for executives or senior staff at the OD level, with strong attention to detail.

Preferred Qualifications

• Bachelor’s degree in a related field.

Benefits

• Comprehensive benefits package including medical, dental, and vision insurance.
• 401(k) plan with company matching and tax-deferred savings options.
• Supplementary benefits.
• Paid time off.
• Professional development opportunities.