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Seeking a mid-level Executive Administrative Assistant to perform the following Administrative tasks in support of ESHCO’s Office of the Director:
- Scheduling, coordinating, attending Director’s staff meetings in order to keep abreast of ongoing activities of the ESHCO.
- Preparing minutes, track, and follows up on any assignments given during staff meetings.
- Briefs the Director and Deputy Director on assignment status and problems that may impact delivery of assignments. Ensures Director’s and Deputy Director’s commitments are covered at all times.
- Maintains the Director’s and Deputy Director’s appointment calendar of meetings, leave, significant deadlines, sends out reminders of meetings, briefs on the subject matter prior to meetings, and makes the administrative arrangements for meetings as required, such as escorts and transportation on campus for visitors.
- Schedules meetings by inviting participants and scheduling rooms with needed technical capabilities.
- Assembles background information for the Director and Deputy Director as requested, attends the meetings, follows up with participants on action items, prepares meeting minutes, and reports on meetings’ proceedings.
- Ensures meetings and calendars/agendas for outside officials are appropriately scheduled, are well planned, coordinated, and all appropriate persons are invited in a timely manner to minimize scheduling conflicts.
- Prepares documents, reports, and correspondence, utilizing advance functions of several types of computer software to accomplish a variety of specific office needs. Examples may include MSWord, Excel, Publisher, Skype, Adobe ProX, SharePoint and Outlook.
- Maintains databases, creates spreadsheets, assignment lists, logs of telephone calls, receives and tracks invoices, inventories, edits written documents, etc. using software application packages.
- Drafts and edits standard operating procedures for the Office of Director and reports as necessary to ensure local policy and operating procedures requirements are being maintained and are up to date.
- Follows up on time and attendance reporting requirements, as well as helps maintain documents relating to the OD budget.
- Researches and assembles background and historical information about the office’s programs from files, records, CDC intranet and internet and summarizes findings for the Director and Deputy Director.
- Assists the Director or designated staff in the coordination of special projects or development of documents by developing project plans, tracking tools, and schedules.
- Works with designated staff members to ensure that deadlines for submission of information for such priority assignments are met.
- Supports communications between the Director/Deputy Director and Office of Safety, Security, and Asset Management (OSSAM) leadership and other offices within ESHCO, CDC and outside organizations by managing inquiries of varying volume and complexity.
- Escalates inquires to the Director and Deputy Director that require immediate attention and will work with the Director and Deputy Director to triage inquiries to ESHCO leads as appropriate.
- Addresses telephone inquiries tactfully based on a substantive knowledge of program operations, personnel, and policies, and referred to the appropriate staff as necessary.
- Ensures information flow is regular, timely, and accurate. Registers calls and inquiries in a log as required by office standard operating procedures. Incoming faxes and emails are handled in the same manner to include receiving them, reviewing them and forwarding them to the appropriate personnel in a timely manner.
- Ensures mail is sorted and distributed properly.
- Ensures all customer service principles are applied in all communications with patients, customers, stakeholders and staff.
- Handles sensitive and confidential situations such as interacting with and escorting VIPs to include guests to CDC and Executive Leadership.
- Obtains and monitors a full range of office support services such as maintenance scheduling, supply services, purchase requests and travel documentation.
- Assists with the purchase and removal of equipment and services to meet the organization’s needs.
- Advises Director and Deputy Director on the status of assignments, changes in policies or procedures and the methods to accomplish administrative work.
- Performs administrative support function in connection with the various committees and associations for which the Director is either chairperson, official, or member. This involves the arrangement and management of activities for which the Director is responsible, carrying on correspondence and other communication with members and maintaining historical records of purpose, composition, and activities of each group.
- Attends meetings in order to keep informed of their activities, problems, and accomplishments.
- Takes minutes, develops status reports of any deliverables required from the Director to ensure timeliness standards are maintained.
- Follows up to ensure that all commitments and obligations made by the Director and Deputy Director are met.
- Meets with the Director to discuss the status of action items assigned to the team. Notifies the Director of the action item(s) that have the potential of not meeting the assigned deadline.
- Prepares any needed outside activity approval requests and yearly reports of activities.
- Assures provision of secretarial services and all aspects of travel services for the Director and designated staff.
- Ensures a comprehensive travel package is ready for the Director, including knowledge of organizations/agencies in the area the Director will be visiting, availability of contacts, and relevant background for those contacts.
Required Skills and Qualifications
- Associate’s Degree and five or more years of experience at a mid-level assistant position is required.
- Demonstrating communications skills, including both written and oral skills, to assure effective communications with a variety of professional, governmental and international organizations, and individuals is required.
- Thorough knowledge of correspondence policies and procedures including good correspondence practices, proper format, grammar, spelling, etc. is required.
- Skill in using computer software packages, including MS Office and electronic mail is required.
- Previous experience with CDC procedures and processes preferred.
- Skill in tracking work assignments among numerous offices to ensure that deadlines are met, materials are received, and commitments made known and coordinated is preferred.
- Thorough knowledge of the office management, administrative concepts and practices of HHS, PHS, and CDC administrative policy and procedures sufficient to manage the office and time effectively and efficiently is preferred.
- Thorough knowledge of Federal travel rules and regulations and the CDC automated travel system is preferred.
- Knowledge of 508 compliance requirements is preferred.
- Knowledge of HHS, PHS, and CDC record keeping and disposal regulations preferred.