Executive Administrative Assistant I
Samyak Solutions, Inc. · Atlanta, GA
- On site
- Full-time
- $75,000 / year
- Atlanta, GA
Job highlights
- Support CDC leadership with executive administrative tasks.
- Manage calendars, meetings, and executive travel.
- Prepare briefing materials and reports.
- Handle timekeeping and onboarding support.
- Administer office supplies and facility requests.
About the role
About the Role
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.
Benefits
- Dental insurance
- Health insurance
- Vision insurance
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.
Key skills/competency
- Executive Administrative Support
- Calendar Management
- Meeting Coordination
- Travel Arrangements
- Briefing Materials
- Microsoft Office Suite
- Communication Skills
- Attention to Detail
- Federal Government Support
- Office Administration
Skills & topics
- Executive Administrative Assistant
- Administrative Assistant
- Executive Support
- Calendar Management
- Meeting Coordination
- Travel Arrangements
- Federal Government Support
- CDC
- Samyak Solutions
- Atlanta Jobs
How to get hired
- Tailor your resume: Highlight experience with executive support, calendar management, and federal environments.
- Showcase skills: Emphasize proficiency in Microsoft Office Suite and attention to detail.
- Address requirements: Clearly state your qualifications for supporting executive-level staff.
- Prepare for clearance: Be ready to discuss obtaining a CDC background investigation and PIV credential.
- Follow instructions: Ensure your application meets all stated minimum and other requirements.
Technical preparation
Master Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.,Familiarize with CDC travel (Concur) and timekeeping systems.,Practice managing complex executive calendars.,Prepare mock briefing documents and reports.
Behavioral questions
Describe handling confidential information discreetly.,How do you prioritize tasks with competing deadlines?,Give an example of proactively solving a problem.,How do you ensure accuracy in your work?
Frequently asked questions
- What are the primary responsibilities of an Executive Administrative Assistant at Samyak Solutions supporting the CDC?
- The Executive Administrative Assistant will manage program calendars, coordinate meetings and travel for CDC leadership, prepare briefing materials, and handle time and attendance processing. This role also involves assisting with specialized program activities and onboarding new personnel.
- What qualifications are essential for the Executive Administrative Assistant I position at Samyak Solutions?
- Essential qualifications include a Bachelor's degree with 5 years of executive support experience, or a High School diploma/GED with 12 years of experience. Proficiency in Microsoft Office Suite and strong communication and organizational skills are also critical.
- Is experience in a federal government environment required for this Executive Administrative Assistant role?
- While not strictly required, experience managing executive calendars and preparing briefing materials in a federal government or contractor environment is strongly preferred for this Executive Administrative Assistant position.
- What is the work location for this Executive Administrative Assistant job with Samyak Solutions?
- The work is primarily located at the CDC Chamblee Campus in Atlanta, GA. Candidates must be able to work on-site at this location.
- Are there any specific clearance or credential requirements for the Executive Administrative Assistant role?
- Yes, candidates must be able to obtain and maintain a required CDC background investigation and security clearance, and comply with HSPD-12 to obtain a CDC PIV credential.
- Does Samyak Solutions offer benefits for this Executive Administrative Assistant position?
- Yes, Samyak Solutions offers benefits including dental insurance, health insurance, and vision insurance for employees in this role.
- What kind of travel support is expected from the Executive Administrative Assistant?
- The Executive Administrative Assistant will serve as a Travel Preparer, making travel arrangements, creating travel orders, processing vouchers, and handling international travel memos. Accurate and timely processing of all travel is required.
- How important is attention to detail for this Executive Administrative Assistant role?