Executive Assistant

Profile

Perform as liaison between Director and Branch Personnel and individuals in the immediate office and/or CIO offices, the general public and other offices.
Receive and ascertain nature of telephone calls and refer callers and visitors to proper party: take and deliver messages: provide information about the office, its functions and standard operating procedures as well as routing or procedural information. Process and screen incoming material (e-mail, mail, etc.) and determine where and to whom material should be routed.
Route and distribute information and mail to Division or Branch staff.
Perform as point of contact for the Division or Branch.
Maintain records on controlled documents in accordance with office procedures for administrative controls and follow up on work in progress to ensure timely reply or action.
Arrange meetings and workshops, prepare agendas, and all associated administrative functions.
Draft written and telephone contacts with professional staff throughout CDC, regional offices and other federal and state/local government agencies to gather data and to develop information needed for meetings and workshops.
Draft reports, letters or other documents in a timely fashion and in proper format.
Track controlled correspondence, requests from grantees and other time critical correspondence and ensure that responses are prepared in a timely fashion and in the appropriate format.
Maintain appointment calendar, independently schedules appointments, and submit reminders of meetings for the Division Director, Deputy Division Director, Branch Chief or Deputy Branch Chief.
Coordinate and prepare travel packages and arrangements inclusive of inputting domestic and/or international travel orders and vouchers for Division or Branch staff as well as the Division Director, Deputy Director, Branch Chief and/or Deputy Branch Chief. Provide information on travel orders from Division/Branch inquiries.
Reserve conference rooms for Division/Branch staff via CDC's Intranet for meetings, receptions, etc., and request equipment as needed, such as Envisions, Power Point presentations, computers and/or laptops, etc.
Attend weekly staff and monthly Division/Branch administrative meetings. Send reminder emails to the staff of meeting locations, guest presenter's name and title of presentation. Provide updates on current and completed projects.
Update division calendar with annual leave, sick leave, TDY travel and training of staff.
Enter facility requests to include engineering requests, telephone/voicemail set-up, and computer set­up.
Update weekly staff meetings, presentations, and high profile officials' signature records.
Order, secure and inventory all Division/Branch supplies.
Prepare Visitor's Packets with information on the division's mission, training programs/resources, newsletters, and annual reports.
Analyze administrative problems to identify significant factors, gather pertinent data, and recognize solutions.
Job Requirements :
Minimum of 3 Years Experience
Experience and knowledge of administrative functions, including experience with data entry and computer software, such as electronic mail, e-calendar, Excel, PowerPoint, and Word
CDC experience preferred
All candidates are required to undergo a National Agency Check and Inquiries (NACI) investigation, fingerprinting, and acquire a user ID for security-clearance work
An EEO/AA/Disabled/Veteran Employer
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