Executive Administrative Assistant I

Job Description

Job Description

Position Overview

Samyak Solutions Inc. (SSI) is seeking an Executive Administrative Assistant I to provide dedicated, high-quality executive-level administrative support to the leadership of the CDC Division of Diabetes Translation (DDT). The successful candidate will manage program calendars, coordinate executive meetings and travel, prepare briefing materials, and ensure seamless operations for senior program staff. This role requires exceptional organizational skills, professional discretion, and strong experience supporting executive-level personnel.

Key Responsibilities

• Maintain and update program calendars; coordinate and confirm meetings, appointments, and conferences; verify calendar accuracy 2 days prior to each appointment.

• Brief program leadership prior to meetings on materials provided by staff; draft, transcribe, and distribute meeting minutes.

• Provide internal and external meeting and conference support: coordinate agendas, handouts, room arrangements, and audiovisual equipment; submit room/equipment requests within 1 day of meeting notification; follow up 30 minutes before events.

• Arrange conference calls, bridge-lines, and video conferences; coordinate with staff and send reminders.

• Serve as Travel Preparer: make travel arrangements, create travel orders, process travel vouchers, and handle international travel memos. Process all travel within 5 days of receipt; urgent requests within 1 day. Maintain and update actual travel tracking spreadsheet within 1 day of each transaction.

• Use time and attendance reporting system to process and complete time and attendance for program staff; submit for approval by established deadlines with 100% accuracy.

• Develop a plan to manage program leadership activities such as program meetings, training/retreats, and cross-team information sharing.

• Prepare documents and reports for leadership review, including briefing materials, project lists, SOWs, IAAs, MOAs/MOUs, and SOPs.

• Research and draft communication materials (snapshots, At-a-Glances, program overviews) for COR approval; disseminate upon approval using designated distribution lists.

• Assist with specialized program activities including conferences and workshops requiring interaction with CDC scientists, other agencies, and academic institutions.

• Provide administrative support for in- and out-processing and onboarding of federal and non-federal employees and students.

• Submit supply orders to OD purchasing team for approval weekly; maintain office supply inventory and stock levels.

• Develop and maintain information-tracking systems for special projects; maintain standard operating procedures with version control.

• Keep Team email groups up to date; keep message board updated for emergency evacuation tracking.

• Complete credit card request forms and record spending in credit card spreadsheet.

• Receive, distribute, and coordinate overnight mail packages; submit maintenance/repair requests; submit facility service requests.

Minimum Qualifications

• Bachelor's degree and 5 years of experience supporting executive-level staff; OR High School diploma/GED and 12 years of relevant executive administrative experience.

• Excellent written and verbal communication skills; exceptional attention to detail.

• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).

• Experience managing executive calendars, preparing briefing materials, and supporting high-level meetings in a federal government or contractor environment strongly preferred.

• Familiarity with CDC travel systems (Concur) and time and attendance systems a plus.

• Ability to obtain and maintain required CDC background investigation and security clearance.

Other Requirements

• Must comply with HSPD-12 and obtain a CDC PIV credential.

• Work is primarily CDC Chamblee Campus, Atlanta, GA.

• U.S. citizenship or authorization to work in the United States required.