Executive Assistant (Division)

Goldbelt, Inc.; Atlanta (GA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Job summary

Goldbelt Integrated Logistics Services (GbILS) seeks an Executive Assistant to support the CDC on-site in Atlanta, GA. The contractor will provide advanced administrative, logistical, and operational services to the division, including calendar management, travel processing, and SharePoint coordination.

The role requires independent work, excellent written and verbal communications, and familiarity with CDC policies and travel systems such as CONCUR and ICAP.

Qualifications

• Associate degree or 5+ years supporting executives in complex organizations.
• Advanced knowledge of Microsoft 365 programs including Word, Excel, Teams, Outlook.
• Exceptional written and verbal communication; ability to adapt to changing situations.

Responsibilities

• Input, process and track travel and conference requests with travel systems.
• Liaise with offices and coordinate action requirements across divisions.
• Educate travelers on rules for travel, conferences and training.
• Update calendars and manage Director/Deputy Director scheduling.
• Manage Outlook inbox, create rules/alerts, and schedule conference room reservations.
• Back-up other Executive Assistants as needed.

Skills

Advanced Microsoft Office

Executive communication

Executive support experience

Organizational skills

CDC policies knowledge

Education

Associate degree

Bachelor's degree preferred

Tools

SharePoint

CONCUR

ICAP

MACCs

TASNET

eClearance

Job description

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 an Executive Assistant 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 division 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.

• Input, process and track domestic and international travel and/or conference requests through close out using various systems and inform routinely inform traveler on status.
• Travel should be processed six weeks prior to travel start date an travel packets should be provided at least 2 weeks in advance of trip start dates.
• Liaison with and handle action requirements of the Office of Global Health.
• Gather and review reimbursement documentation to process vouchers ensuring compliance prior to approval by CDC.
• 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 to include the creation of email rules and alerts.
• Schedule and manage conference room reservations, as needed.
• Serves as a back-up to the branch Executive Assistants as needed by performing tasks listed under Task 3 as assigned by the Program Manager.

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.