Executive Assistant

  • Atlanta, GA
  • Permanent
  • Full-time
  • 2 months ago
Executive Assistant Services:

The Contractor personnel shall perform executive assistant administrative tasks as determined necessary within DHAP. Specific tasks include:

Required Skills
  • Manage complex calendar(s) and independently scheduling appointments, which often includes extensive rescheduling.
  • Arrange high level meetings involving DHAP team members and senior leaders across the Agency with complex schedules.
  • Screen incoming calls and correspondence, serving as DHAP’s representative responding independently when possible.
  • Arrange programs, events or conferences by securing facilities, issuing information or invitations, and coordinating speakers.
  • Create and maintain reports and database and spreadsheet files relative to: (1) data received from the Department of Health and Human Services; and (2) agency (CDC and ATSDR) data. Research and pull data on specific trends or data points contained therein.
  • Use SharePoint and other technology and collaboration tools to enhance efficiency and knowledge-sharing among DHAP leadership and staff.
  • Develop/set up of presentations, documenting agendas, and taking minutes during presentations.
  • Independently arranging detailed travel plans and itineraries from start to finish, and compiling documents for travel-related meetings. This includes submission of required forms in Administrative Services Kiosk (ASK); preparation of reports on a weekly basis of travel attendance for budget and reporting purposes and preparation of materials needed for travel when required by DHAP staff members. There could be up to 12 trips per month.
  • Ensure performance appraisals are processed in a timely manner by setting up one on one discussions between the manager and their employees by sending a calendar prompt once availability is confirmed for date/time.
  • Compose and typing non-routine correspondence in accordance with Departmental guidelines, both in draft and final form.
  • Copying, scanning, faxing, filing, mailing, and handling distribution.
  • Coordinate with the Management Information Systems Office for relocation of computer and office equipment, and by taking information via email of employee that is planning to relocate offices and sending required information to appropriate FTE to handle transferring of phone, new name tag on office door, set up moving bins and then follow up on all items until move is completed.
  • Collect information on travelers within DHAP to be inserted into ICAP clearance process and disseminate once cleared to appropriate travelers.
  • Collect time and attendance requests for review and processing by DHAP supervisor, while ensuring all have been signed/approved.
  • Process requests for Human Subjects, while ensuring each Human Subject form is accompanied by a Project Determination that accurately describes the need.
  • Provide support services in administering a systematic process for tracking for publications, brochures, presentations, website materials, training materials, and other important documents.
  • Coordinate cross-clearance of documents with the Associate Director for Science (ADS) Offices in other Divisions, Centers, Institutes and Offices (CIOs), etc.
Required Experience
  • Manage complex calendar(s) and independently scheduling appointments, which often includes extensive rescheduling.
  • Arrange high level meetings involving DHAP team members and senior leaders across the Agency with complex schedules.
  • Screen incoming calls and correspondence, serving as DHAP’s representative responding independently when possible.
  • Arrange programs, events or conferences by securing facilities, issuing information or invitations, and coordinating speakers.
  • Create and maintain reports and database and spreadsheet files relative to: (1) data received from the Department of Health and Human Services; and (2) agency (CDC and ATSDR) data. Research and pull data on specific trends or data points contained therein.
  • Use SharePoint and other technology and collaboration tools to enhance efficiency and knowledge-sharing among DHAP leadership and staff.
  • Develop/set up of presentations, documenting agendas, and taking minutes during presentations.
  • Independently arranging detailed travel plans and itineraries from start to finish, and compiling documents for travel-related meetings. This includes submission of required forms in Administrative Services Kiosk (ASK); preparation of reports on a weekly basis of travel attendance for budget and reporting purposes and preparation of materials needed for travel when required by DHAP staff members. There could be up to 12 trips per month.
  • Ensure performance appraisals are processed in a timely manner by setting up one on one discussions between the manager and their employees by sending a calendar prompt once availability is confirmed for date/time.
  • Compose and typing non-routine correspondence in accordance with Departmental guidelines, both in draft and final form.
  • Copying, scanning, faxing, filing, mailing, and handling distribution.
  • Coordinate with the Management Information Systems Office for relocation of computer and office equipment, and by taking information via email of employee that is planning to relocate offices and sending required information to appropriate FTE to handle transferring of phone, new name tag on office door, set up moving bins and then follow up on all items until move is completed.
  • Collect information on travelers within DHAP to be inserted into ICAP clearance process and disseminate once cleared to appropriate travelers.
  • Collect time and attendance requests for review and processing by DHAP supervisor, while ensuring all have been signed/approved.
  • Process requests for Human Subjects, while ensuring each Human Subject form is accompanied by a Project Determination that accurately describes the need.
  • Provide support services in administering a systematic process for tracking for publications, brochures, presentations, website materials, training materials, and other important documents.
  • Coordinate cross-clearance of documents with the Associate Director for Science (ADS) Offices in other Divisions, Centers, Institutes and Offices (CIOs), etc.

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