Calendar Management Virtual Assistant Jobs in Georgia

Goldbelt Apex, a part of the Healthcare Technology Transformation Group, is a data-focused company dedicated to process and quality in every aspect. As experts in healthcare IT experts, Apex is committed to building systems for healthcare organizations to seamlessly communicate and exchange data across different systems and devices. 

Summary:

The Management Analyst/Team Lead provides comprehensive administrative, operational, and program management support to a federal government office and Administrative Support Team. This position serves as a key resource for leadership in the Office of the Director and Center for Disease Control staff by coordinating administrative operations, managing travel and timekeeping processes, supporting meetings and executive calendars, developing reports and presentations, maintaining records, and ensuring efficient day-to-day office operations. The ideal candidate is highly organized, customer-focused, and capable of managing multiple priorities while maintaining strict confidentiality.

Essential Job Functions

Team Lead

• Serve as the Team Lead for administrative support personnel by coordinating daily work activities, assigning priorities, and ensuring timely completion of assigned tasks.
• Support the Contract Program Manager by identifying risks, escalating issues requiring management attention, and recommending corrective actions to ensure successful contract performance.
• Provide guidance, mentorship, and day-to-day direction to team members to promote consistent performance, adherence to established procedures, and high-quality customer service.

Administrative & Operational Support

• Serve as the primary point of contact for administrative and operational support activities.
• Coordinate office operations, supplies, equipment maintenance, mail distribution, and office services.
• Submit and track requests through multiple government systems.
• Research office supply requirements and acquisition needs.
• Maintain organized office files and respond to routine administrative inquiries.
• Support forecasting activities and office reporting requirements.

Timekeeping Administration

• Collect and maintain employee timesheets and leave documentation.
• Reconcile employee leave records with official timekeeping systems.
• Provide guidance on time and attendance policies and procedures.
• Assist employees in resolving timekeeping discrepancies.
• Prepare reports and updates for management regarding compliance with timekeeping regulations.

Travel & Conference Coordination

• Manage domestic and international travel from authorization through voucher reimbursement.
• Prepare and submit travel authorizations using Concur.
• Coordinate conference registrations and approval processes.
• Process travel vouchers and reimbursements.
• Educate travelers on federal travel regulations.
• Assist with annual travel planning and budget projections.

In-Processing & Out-Processing

• Coordinate onboarding and offboarding activities for new and departing personnel.
• Complete required documentation and workflow tasks within government systems.
• Ensure all administrative requirements are completed in accordance with established procedures.

Executive Calendar Management

• Manage complex executive calendars and scheduling priorities.
• Coordinate meetings, conferences, webinars, and virtual events.
• Resolve scheduling conflicts independently.
• Schedule conference rooms and virtual meeting platforms.
• Maintain confidentiality while supporting senior leadership.

Meeting & Event Management

• Plan and coordinate meetings from initiation through completion.
• Prepare agendas, meeting materials, presentations, and handouts.
• Coordinate audiovisual and virtual meeting technology.
• Capture meeting notes and track action items.
• Support communication with internal and external stakeholders.

Document Development

• Develop professional correspondence, reports, presentations, spreadsheets, and other documentation.
• Compile and analyze administrative and program data.
• Edit and format documents for accuracy and consistency.
• Develop tracking tools and reporting dashboards using Microsoft Office applications.

Records Management

• Maintain official records in accordance with federal records management policies.
• Ensure compliance with records retention requirements.
• Complete required annual records management training.

Necessary Skills and Knowledge:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration platforms such as Microsoft Teams and Zoom.
• Demonstrated ability to manage executive calendars, coordinate meetings, and organize travel arrangements.
• Demonstrated experience leading or coordinating administrative support teams.
• Strong written and verbal communication skills.
• Skilled in preparing reports, presentations, correspondence, spreadsheets, and tracking tools.
• Ability to analyze information, solve problems, and support operational decision-making.
• Strong customer service, written, and verbal communication skills.
• Excellent organizational and time management abilities.
• Ability to conduct internet-based research.
• Demonstrated ability to manage multiple priorities simultaneously.
• Ability to exercise sound judgment, professionalism, diplomacy, and discretion.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
• Maintains a high level of attention to detail, professionalism, confidentiality, and integrity.
• Demonstrates critical thinking, initiative, adaptability, and the ability to work collaboratively with diverse stakeholders.
• Demonstrated ability to mentor, train, and provide day-to-day guidance to team members while fostering collaboration, accountability, and high-quality service delivery.
• Committed to delivering high-quality administrative and operational support in a fast-paced environment.

Minimum Qualifications:

• Minimum of six (6) years of progressively responsible administrative or management support experience.
• Minimum of two (2) years of experience serving in a team lead, lead administrative, or project coordination role with responsibility for coordinating workloads, providing guidance to staff, and ensuring timely completion of assigned tasks.
• Experience supporting executive leadership or organizations of similar size and complexity.
• Experience administering timekeeping processes and maintaining accurate records.
• Experience maintaining confidential information.

Preferred Qualifications:

• Experience supporting federal government agencies.
• Experience using Concur or similar travel management systems.
• Experience with federal timekeeping systems.
• Knowledge of federal administrative procedures and records management.
• Experience supporting executive-level meetings and leadership.
• Experience leading administrative support services within a federal government agency or supporting a federal contract, with knowledge of government administrative processes, customer service expectations, and contract performance standards.

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.

Necessary Skills and Knowledge:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration platforms such as Microsoft Teams and Zoom.
• Demonstrated ability to manage executive calendars, coordinate meetings, and organize travel arrangements.
• Demonstrated experience leading or coordinating administrative support teams.
• Strong written and verbal communication skills.
• Skilled in preparing reports, presentations, correspondence, spreadsheets, and tracking tools.
• Ability to analyze information, solve problems, and support operational decision-making.
• Strong customer service, written, and verbal communication skills.
• Excellent organizational and time management abilities.
• Ability to conduct internet-based research.
• Demonstrated ability to manage multiple priorities simultaneously.
• Ability to exercise sound judgment, professionalism, diplomacy, and discretion.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
• Maintains a high level of attention to detail, professionalism, confidentiality, and integrity.
• Demonstrates critical thinking, initiative, adaptability, and the ability to work collaboratively with diverse stakeholders.
• Demonstrated ability to mentor, train, and provide day-to-day guidance to team members while fostering collaboration, accountability, and high-quality service delivery.
• Committed to delivering high-quality administrative and operational support in a fast-paced environment.

Minimum Qualifications:

• Minimum of six (6) years of progressively responsible administrative or management support experience.
• Minimum of two (2) years of experience serving in a team lead, lead administrative, or project coordination role with responsibility for coordinating workloads, providing guidance to staff, and ensuring timely completion of assigned tasks.
• Experience supporting executive leadership or organizations of similar size and complexity.
• Experience administering timekeeping processes and maintaining accurate records.
• Experience maintaining confidential information.

Preferred Qualifications:

• Experience supporting federal government agencies.
• Experience using Concur or similar travel management systems.
• Experience with federal timekeeping systems.
• Knowledge of federal administrative procedures and records management.
• Experience supporting executive-level meetings and leadership.
• Experience leading administrative support services within a federal government agency or supporting a federal contract, with knowledge of government administrative processes, customer service expectations, and contract performance standards.

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.