Executive Assistant (Branch)

Overview:

Goldbelt Integrated Logistics Services (GbILS) provides four specific areas of expertise—Logistics Engineering, Measurement Sciences, Program Management, and Technical Support—serving the scientific, technical, and engineering needs of clients. GbILS values its innovative thinking and service-oriented team who provide services for a variety of federal government and commercial clients.  

 

Summary:

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.  CDC is the nation’s premier health promotion, prevention, and preparedness agency.  The onsite Executive Assistant will provide primary day-to-day onsite advanced professional administrative, logistical, and operational services to the branches as required to the DNPAO and DHDSP, its OD, PPC, and branches. This position will work full time on the client site at the CDC Chamblee Campus.

Responsibilities:

Essential Job Functions:

 

The ability work independently as well as part of team, at a rapid/efficient pace, excel at communications and customer service and have a working knowledge of federal administrative and/or professional functions will be a key component of this role.

• Communicate and liaise with executive staff across NCCDPHP, other offices of CDC, and external partners across the U.S., and DNPAO and DHDSP staff.
• Prepare, maintain, and disseminate executive correspondence to high-level federal, state, local, territorial and tribal health officials; executive summaries of meetings, briefings and presentations; and other written correspondence or materials.
• Assist in the preparation of briefings, testimony, spreadsheets, meeting summaries, and educational presentations; meeting agendas.
• Coordinate face to face and/or virtual logistics associated with both the planning and attendance of conferences, speaking events, site visits to partner offices, reverse site visits from partner offices, visits of congressional delegations, and other meetings and events that require the attendance, the participation, or the input of the Director and/or Deputy Director, senior leadership, or other staff.
• Manage calendars and scheduling for the Director, Deputy Director, PMO, ADP, Deputy PPC, Branch Chiefs and Deputies (and Team Leads as required). In maintaining individual’s calendars, Contractor staff will share information with other CDC staff and external partners only on a need-to-know basis. Breaches in the confidential nature of information will be considered a serious quality control issue that may require consultation with the Office of Acquisition Services. Within 5 days after contract award or assuming the responsibility for Executive Calendars, whichever is earlier, the Contractor staff who perform these services must have executed a Non-Disclosure Agreement and provided it to the Contracting Officer and COR. This non-disclosure agreement will be executed by anyone who accesses calendars of the senior executives. The calendars for Director and Deputy Director must be co-coordinated in such a manner that the Deputy is aware of and can represent the Director, as needed.
• Develop an extensive working knowledge of senior executive’s practices and procedures preferred by the individual(s) and Branch management and/or the standards of the OD.
• Develop tools/formats and take detailed and in-depth notes that are clear and comprehensive and accurately record information that aids in reflection/real time thought processes and convey any action items, and summaries that provide high level overviews of information.
• Input, process and track travel and/or conference requests through close out using various systems and inform routinely inform traveler on status. Travel packets should be provided 3 days in advance of trip start dates.
• Educate travelers on rules and requirements governing travel, conferences and training.
• Manage meeting/conference logistics and gather, prepare, organize, and distribute materials as needed for virtual, local and out of state events.
• Process time and attendance submissions and conduct files reviews each pay period.
• Maintain office files and records according to applicable CDC guidelines and the Federal Records Management Regulations.
• Prepare requests for office supplies, purchases, training and equipment as requested by DNPAO AND DHDSP staff.
• Track and monitor the flow of documents, in and out of the work unit, and track suspense dates to ensure timeliness.
• Assist with the in-processing and out-processing of FTEs, fellows, contractors, and students in accordance with the DNPAO and DHDSP SOPs for In-Processing and Out-Processing.
• Coordinate project activities working closely with team staff, Division and center subject matter experts and OD management team. Prepare agendas for project management and other team meetings, set up meetings, invite attendees within Division, secure CDC meeting space, create Zoom or Teams links including setting up polls and breakout rooms for remote attendees, coordinate all audio visual and resolve coordination issues for attendees.
• Document team and other meetings with written minutes, action steps and lists of deliverables for each project or initiative, distribute to team within 48 hours of meeting, and save to a designated share drive or SharePoint site. Track project activities, record status updates, share milestone updates, and work with team members and other staff to resolve project timeline and resource deficiencies and risks.
• Create detailed project plans for projects with tasks, timeline, milestones, and deliverables including resource allocations and potential constraints. Work to resolve issues and potential risks as they arise and work with Program Team Lead, Program Team staff and others to ensure communication of changes and delays to all involved staff.
• Actions will be processed timely in order to allow for staff to report without undue delay. Failure to process actions timely will be documented as failure to comply with requirements.
• Creating and maintaining division SOP’s.

Qualifications:

Necessary Skills and Knowledge:

• Advanced skills in Microsoft Office programs (Word, Excel, PowerPoint, Teams) routinely used to perform tasks
• Should have or rapidly gain knowledge on CDC specific policies, procedures and/or systems that are applicable to the work within this task, including, but not limited to:
  • Section 508, Plain Language, eClearance, use of CDC logo, the 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), etc.

Minimum Qualifications:

• Associate degree or minimum of 5 years supporting an executive in a complex organization.
• Advance knowledge of Microsoft Office 365 programs including Word, Excel, Teams, Calendar, Outlook, Access, and PowerPoint.
• Exceptional oral and written communications skills and ability to adjust to changing situations.
• Working knowledge of CDC administrative systems for travel, training, timekeeping, and other routinely used CDC systems.
• The ability to work independently and as part of a team is expected.
• Presentation skills, technical skills and practices for video conferencing.
• For assignees in the Branches, a minimum of 2 years’ experience with CONCUR Government Edition travel system is required.
• Assignees in the Office of the Director must be detail oriented and have a minimum 2 years’ experience working directly for executives or senior staff at the OD level.

Preferred Qualifications:

• Bachelor’s degree in a related field.

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.