Executive Assistant

Job Description

**Title**: Executive Assistant

**Work location**: Atlanta GA 30341

**Core Hours**: 9:00 a.m. to 11:00 a.m. (morning core band) and 1:00 p.m. to 3:30 p.m (afternoon core band)

**Term**: Fulltime

**Job Responsibilities**:

* Provide primary administrative support in a lead/back up position to the Deputy Directors and Associate Director with complex organizational responsibilities including scheduling, calendar management, travel, logistics, document signatures, printing of all materials and preparation of daily packets and travel books.
* Completes assigned non-routine tasks to meet goals under supervision and must be a team player working in a collaborative environment. The level of support requires a good understanding to the executive’s organization, along with the business knowledge to communicate and work effectively with the executive’s organization and clients.
* Work very closely with the Deputies and Deputy Assistants who is the main liaison between the Director and other officials for all high-level engagements and briefing materials. Coordinate daily with the Deputies.
* Prepare the daily packet of materials for the Director for each day’s schedule and complete travel books when needed, to ensure all necessary documents are included.
* Prepare a range of routine and non-routine correspondence according to company guidelines for signature by executive (i.e., travel & leave requests, monthly awards, etc.),
* Anticipate any administrative trainings or tasks required of the Director and work with her to keep them in compliance (e.g., mandatory and supervisory trainings, Ethics paperwork, etc.).
* Arrange and coordinate all of the Director’s meeting/conference logistics including room reservations, scheduling, advance preparation of the meeting rooms (e.g., dial into the conference line, have the screens prepped and ready, print agenda’s if needed, etc.). Liaise with the meeting and events planning team when applicable. Handle routine
* and non- routine logistics (e.g., contact meeting participants, provide local, on-site support as appropriate).
* Coordinate with other Administrative and Executive Assistant’s to ensure the Deputy is apprised of the availability of other NCIPC Senior Staff including managing the center leadership Travel, TDY and Leave Calendar.
* Arrange conference calls, video conferences or data conferences.
* Anticipate travel needs of executives and coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive’s availability and obligations. Support with travel documentation and procedures (itineraries, visa/passports procedures). Support with all travel follow-up required of the Deputies after a trip (e.g., submission of receipts, work with travel staff to ensure vouchers submitted in concur, etc.).
* Review and sort paper-based and electronic mail, identify action required and take action when appropriate.
* Assist with miscellaneous complex administrative tasks including voicemail/email distribution lists, may handle time and attendance, and expense reports.
* Control potential complex calendar/diary activity, including coordination of appointments for executives as well as extensive rescheduling. Keep executives informed as needed. Partner with the deputy to identify other key attendees and ensure they are available for important meetings (reschedule if needed).
* Develop relationships with the executive’s customers.
* Provide telephone support (*i.e., answer calls promptly and courteously). Act as executive representative to independently handle calls. Record and monitor work requests into the tracking tool in a timely manner according to local capabilities and guidelines.
* Print and compile all necessary materials for the Deputies including documents for all meetings, daily packets, travel books, internal or external visits, presentations, or briefings. Coordinate with the Deputies in advance to ensure all materials are included.
* Attend all meetings needed to ensure routine coordination including weekly coordination meetings with the Deputies and other administrative staff.

**Requirements**:

* Bachelor’s degree or previous experience related to the position or as an Executive Assistant.
* Ability to manage multiple projects
* Provide guidance and assistant to Administrative Assistants when needed.

**Preferred Qualifications**:

* Preferred experience with administrative apps, such as CONCUR, CAMS, VSTS, In/Out processing and TASNet
* Previous CDC experience

Job Type: Full-time

Pay: $60,000.00 – $70,000.00 per year

Benefits:

* 401(k)
* 401(k) matching
* Health insurance
* Paid time off

Schedule:

* Monday to Friday

Application Question(s):

* What is your work status: US Citizen, Permanent resident, H1B, OPT?
* What is the annual salary you are looking for?

Education:

* Bachelor’s (Required)

Experience:

* Working with “Centers for Disease Control and Prevention”: 2 years (Preferred)
* Microsoft Office: 5 years (Required)

Work Location: In person