Executive Administrative Assistant

Executive Administrative Assistant Summary Cetechs, a Small Business, is seeking a Executive Administrative Assistant to join our team of professionals under the leadership of our Program Manager.

Executive Administrative Assistant Position Duties and Responsibilities Manages and maintains calendar and meeting schedules for executive leadership and works to resolve scheduling conflicts with program staff, agency leadership, and outside partners.

Schedules conference calls, reserves meeting space, and provides coordination / logistical support for meetings or conferences.

Answers telephones, taking messages, and triaging phone calls. Assists with the preparation testimonies, speeches, presentations, and other briefing materials for the Office.

Reviews and formats correspondence for format and ensures grammatical accuracy prior to presenting for Executive signature, (i.

e., letters, memos, Inter-Agency Agreement (IAAs), PowerPoint presentations). Prepares responses to official correspondence, narrative reports, summaries of meetings and a variety of other related materials.

Edits and proofreads materials; tracks responses through the approval process; ensures final products are forwarded on or before established deadlines.

Collects and analyzes data from a variety of sources and enters data into a variety of formats, including Excel spreadsheets and Word Documents.

Develops and maintains a tracking system for monitoring correspondence incoming and outgoing. Plans special events or meetings to ensure that logistics are covered, agendas are developed, and audio / visual support is accessible.

Provides conference and administrative support with meetings on / off-site. Facilitates all logistical arrangements for domestic and international travel by preparing travel requests and itineraries according to government travel regulations, and reconciling travel vouchers for reimbursement using the CDC travel system.

Creates logistics materials for travelers such as itineraries, bios, maps, and directions. Processes and track travel requests, including authorizations and vouchers, trainings and purchase requests, CDC Conference Approval Management System (CAMS) approvals, including requests for announcements, approvals, and notification for approved travelers.

Maintains and updates electronic or hardcopy files and filing systems in accordance with records management policies and procedures.

Monitors and maintains office equipment functions and requisition maintenance and repair services as needed. Prepares a daily briefing folder with a concise outline of the scheduled events, agendas, corresponding reference documents, and notations on special issues.

Submits requests into a variety of CDC electronic bases systems such as Concur (Travel) Time and Attendance System (Tas Net), Credit Card Purchasing System (CCPS) (purchase card), Study Tracking and Reporting System (STARS), Non-U.

S. Citizen Access Management System (NCAMS), etc.. Provides onboarding support, which may include working in several CDC systems and coordinating with several CDC offices, including the Office of Security and Emergency Preparedness (OSEP).

Coordinates documentation for fingerprinting, security checks, Smartcards, and computer requests for new and current staff members and visitors is complete.

Ensure new staff is equipped with office equipment, phone setup and orientation. Provides executive administrative support (maintaining calendars, making travel arrangements, and coordinating speaking arrangements, etc.

to the Director and Deputy Director, team chiefs or others management team as needed. Maintains emergency contact information and assists in conducting emergency response drills and exercises for staff.

Provides project management support, including e-mail and task management for the Director and Deputy Director. Coordinates with subject matter experts, as well as communications professionals from other Divisions and Centers to share information and ensure successful collaboration.

Maintain those partnerships. Provides strategic support or coordination on major announcements or awareness. Maintains Branch chief appointment calendar and the Branch eCalendar, by scheduling appointments and briefs staff on the subject matter prior to the meeting.

Qualifications : Exceptional computer skills and Proficient with Microsoft Office suite Proficient in managing an Executives Microsoft Outlook Calendar Experienced in creating and organizing briefing packets (applicable meeting materials, agendas, PowerPoint presentation, SharePoint task tracking, etc.

Excellent verbal and written skills Ability to work in a fast-paced environment. Exemplary planning and time management skills Strong analytical and problem-solving skills Ability to follow complex instructions.

Proactive attitude that focuses on resolving issues and handling daily tasks. Ability to establish and maintain effective working relationships with executives, senior staff, and other CDC personnel.

Excellent organizational skills. CDC experience desired Must be a US Citizen or eligible to work in the US. Powered by JazzHR