Overview:
**Position contingent on contract modification – anticipated start date 8/2024.**
Details below are subject to change based on final contract modification.
Come join a company that strives for Extraordinary People and Exceptional Performance! Chenega Enterprise Systems & Solutions, LLC, a Chenega Professional Services’ company, is looking for an Executive Assistant to support the Centers for Disease Control and Prevention (CDC) Office of Human Resource (OHR) Transformation Activity.
Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee’s knowledge, critical thinking, innovative solutions for our clients.
Responsibilities:
- Assist in the development, implementation, maintenance, and refinement of plans to effectively and efficiently manage and facilitate Workforce Governance board activities. Activities will include strategic planning, oral and digital communications, change management, and other administratively-related tasks.
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Ensure Workforce Governance Board meetings run smoothly and facilitate meetings when necessary.
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Continuously assess governance board operations and administration, identify best practices, and provide feedback to improve Workforce Governance Board planning, preparation, execution, and follow-on processes. Contractor will implement process improvements and enhancements with Workforce Governance program manager approval.
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Facilitate governance activities with Workforce Governance Board’s Executive Secretariat guidance. Supporting tasks include, but are not limited to:
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Manage the Outlook Workforce Governance Board workflow calendar by ensuring preparation meetings, board meetings, and other governance-related meetings are posted, kept up-to-date, and invitations are sent to the appropriate personnel.
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Schedule meetings and invitations for recurring and adhoc Workforce Governance Board meetings, immersions and other associated governance training using Microsoft Outlook and/or Microsoft Teams.
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Based on project plan, prepare and present meeting materials such as draft agenda, slides, talking papers, and script for Executive Secretariat coordination. Take notes, track, and follow-up on action items.
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Based on project plan, prepare and present meeting materials such as draft agenda, slides, talking papers, and script for Workforce Governance Board Co-chair approval. Take notes, track and follow-up on action items.
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Disseminate read-aheads to Workforce Governance Board members using email at least 24 hours prior to meetings.
- Record meetings and take detailed minutes to include action items, votes, or other decisions.
- Draft meeting minutes and voting outcomes in Executive Level minutes.
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Draft decision memos outling decision outcomes from board meetings for Workforce Governance Board co-chair signature.
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Create form or memo templates as required
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Disseminate Executive Level minutes, board meeting recordings, approved decision memorandums and other meeting-related documents to board members and other stakeholders
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Refine and maintain a decision tracker for Workforce Governance Board decisions.
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Create Powerpoint templates for information briefings and decision briefings. Powerpoint templates and rules of engagement for presenters. Share templates and rules of engagement with presenters. Rules of engagement include such information due dates for presentation materials, when to dial in to the meeting, when to depart the meeting, etc.
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Notify presenters of topics approved for presentation, request meeting materials, and add presenters to the Co-Chair preparation meeting and WGB meeting invitations.
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Collect and consolidate Powerpoint slides from presenters. Provide feedback to presenters about slides as necessary.
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Conduct and document post-meeting hotwashes immediately following Workforce Governance Board events (preferred) or within 24 hours.
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Provide after-action checklist to presenters post-decision brief and update the checklist as necessary as processes evolve.
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Assemble and maintain an organized continuity toolkit.
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Refine and maintain an easily navigatable Executive Secretariat administrative file plan on Teams/Sharepoint for documents to include but not limited to: project plans, process maps, email engagements, immersion briefings, meeting slides, meeting minutes, decision memorandums, appointment letters, and board member tracker, preparation materials and tool kits.
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Refine and maintain an easily navigatable Workforce Governance Board file plan for Board members to include information such as: a decision log, board member organizational chart, meeting minutes, meeting materials, previous email engagements, and any other pertinent information.
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Complete all administrative tasks necessary to onboard new Workforce Governance Board members and their support staff such as access to electronic systems, Teams Channel, email distribution lists, etc; as well as create nomination memos, welcome emails and welcome slides for governance meetings.
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Complete all administrative tasks necessary to offboard new Workforce Governance Board members and their support staff such as removing access to electronic systems, Teams Channel, email distribution lists, updating the board member tracker, etc; as well as create farewell emails and farewell slides for governance meetings.
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Route board member appointment letters, proxy appointments, and grade waiver requests for signature and distribute to appointed members and stakeholders via email.
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Maintain Workforce Governance structure members using a tracker with start and end dates and a membership organizational chart.
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Schedule, update, develop scripts for, and maintain immersion briefings for board members and other stakeholders. Contractor will provide logistical support such as advancing slides and taking notes.
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Submit request changes within 48 business hours to Workforce Governance information on the CDC Intranet and OHR ServiceNow platforms, and ensure removal of all outdated materials.
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Assist the Workforce Governance Board program manager in monitoring the Workforce Governance Board email workflow and ServiceNow for requests, questions, or comments, and responding to all emails within 24 business hours.
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Assist team members in performance of administrative actions when required.
Qualifications:
- Bachelor’s Degree
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4-7 years of experience
Knowledge, Skills and Abilities:
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Proficient with Microsoft Suite (365) to include Word, Excel, Powerpoint, Outlook, Teams
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Proficient with Adobe Acrobat Pro
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Able to effectively and efficiently conduct or facilitate meetings in a virtual environment
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Highly skilled in oral and written communication
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Able to cultivate positive working relationships to support a constructive team effort toward goals and objectives
Final salary determination based on skill-set, qualifications, and approved funding.
Many of our jobs come with great benefits – Some offerings are dependent upon the role, work schedule, or location, and may include the following:
Paid Time Off
PTO / Vacation – 5.67 hours accrued per pay period / 136 hours accrued annually
Paid Holidays - 11
California residents receive an additional 24 hours of sick leave a year
Health & Wellness
Medical
Dental
Vision
Prescription
Employee Assistance Program
Short- & Long-Term Disability
Life and AD&D Insurance
Spending Account
Flexible Spending Account
Health Savings Account
Health Reimbursement Account
Dependent Care Spending Account
Commuter Benefits
Retirement
401k / 401a
Voluntary Benefits
Hospital Indemnity
Critical Illness
Accident Insurance
Pet Insurance
Legal Insurance
ID Theft Protection
Teleworking Permitted?: true Teleworking Details: 100% Remote Estimated Salary/Wage: USD $90,000.00/Yr. Up to USD $100,000.00/Yr.