Executive Administrative Support - CDC

Executive Administrative Support - CDCVenesco LLC has an opening for an experienced administrative professional to support our contract for the CDC.In this role your responsibilities will be to: Provide administrative and program support services, including maintaining and updating program calendars; coordinating and confirming meetings, appointments, and conferences; and preparing briefing materials and reports in support of program operations. Brief program leadership prior to meetings on materials provided by staff, and draft and distribute transcribed meeting minutes. Provide internal and external meeting support and conference support by coordinating meeting materials such as agendas, handouts, and confirming room arrangements. Oversee logistics for conferences and meetings, including reserving space and arrange for audiovisual equipment usage. For conferences requiring CAMS approval, gather the required information from staff. Assist with specialized program activities to include conference support and workshops, requiring interaction and coordination with CDC internal scientists, other governmental agencies, and academic and other institutions. Arrange conference calls, set up bridge-lines, coordinate with staff and send reminders. Provide cross-coverage to ensure continuity of administrative operations and respond to routine inquiries regarding established administrative policies and procedures, referring non-routine matters to designated Government personnel. Identify operations requirements, such as office supplies, equipment, procedures, information technology and provide reports and solutions to Program leadership for review and approval. Prepare documents and reports for review, including program specific briefing material such as project lists, program strategic plan, program updates, program historical progress, Statements of Work (SOWs), Interagency Agreements, Memorandums on Agreement/Understanding and standard operating procedures. Develop a plan to manage program leadership activities such as program meetings, program training/retreats and cross team information sharing. Use time and attendance reporting system to process and complete Time and Attendance for program staff and submit for final approval by senior staff. Provide administrative support for in and out processing and onboarding activities for federal and non-federal employees and students, in accordance with established Government procedures. Review and recommend edits on program communication materials to ensure the correct format, grammar, punctuation, and spelling. Research and draft communication materials (such as snapshots, At A Glances, program overview) and information about the Program and its projects for use in reports, presentations, and briefings, for COR approval. Upon Government approval, disseminate information about the Program(s) using designated distribution lists. Prepare for approval form documents such as memoranda, letters, reports, articles, manuscripts, tabular and statistical material, using a variety of software. Submit supply orders to the Office of Director purchasing team for approval on a weekly basis unless determined an emergency. Establish and maintain information systems needed to track activities; develop and maintain systems to provide documentation on special projects and studies. Develop and maintain standard operating procedures for executing administrative requests with documented updates and version control. Implement plans for space requirements, tracking of employee travel, and tracking of employee absences. Identify any issues with completeness and accuracy of records. Travel Preparer: Makes travel arrangements, creates travel orders, requests and vouchers administration/processing (including necessary memos, international travel, etc.).Processes all travel within 5 days of receipt; urgent requests will be identified and processed within 1 day of receipt. Maintains and updates "Actual" travel tracking spreadsheet, which shall be updated within 1 day of entering travel requests and updated within 1 day of submitting travel vouchers to maintain "real-time" travel expenditure records. Prepares and tracks travel projections/expenditures. Enter vendor training orders for staff and forwards for approval with supporting documentation through the approval chain. Complete credit card request forms for staff and records spending in credit card spending spreadsheet. Receive and distribute packages received through the mail. Coordinate overnight mail packages by developing packing slips and delivering the packages to the appropriate campus site. Prepare forms and operates office equipment, and submits maintenance/repair requests to the appropriate CDC office. Develop/maintain a system to fulfill health education publication requests, follows up with partners, distributes mass mail outs, and maintains an inventory of publications for the Team. Prepare/process print/graphic service requests for approval. Plan and conduct meetings with assigned Teams to update staff on administrative processes/issues. Keep message board updated to facilitate emergency evacuation efforts, to include tracking of staff and building evacuation leaders. Keep Team e-mail groups up to date. Implement requirements for office space moves such as tracking equipment, tracking office/cube assignments, and organizing files. Submit requests for facility services to include equipment, furniture, office space, phones, computers, etc.