Executive Assistant

Full Job Description

The primary purpose of this position is to provide confidential staff assistance to the Assistant Secretary and Excutives to perform a wide variety of recurring and nonrecurring assignments, special studies, and confidential projects.

The incumbent provides confidential administrative assistance to the Assistant Secretary and Deputy Assistant Secretary by prioritizing incoming requests, correspondence, reports, assignments, and other documentation.

This position is outside the bargaining unit. To qualify for the Executive Assistant, you must meet all the specialzied experiecne described below.

Specialized Experience is the experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform the duties of the position successfully, and that is typically in or related to the position to be filled.

Applicants must have 52 weeks of specialized experience equivalent to at least the next lower grade level GS-12 in the Federal Service.

Qualifying specialized experience for GS-13 includes: Maintaining schedules, arranging meetings, coordinating appointments, and executive calendar management.

Preparing briefing materials, correspondence, and documents.

Experience using scheduling and other computer programs, such as Outlook, Word, and Excel, and the ability to apply appropriate technologies to solve problems and/or to improve systems. Major Duties:

For the GS-13 level: Provides confidential administrative staff assistance to the ODEP staff and ODEP executives and performs special projects requiring a thorough understanding of administrative rules, regulations, procedures, guidelines, and policies.

Exercises control over the executive's calendar and schedules. Screens calls and visitors, answers questions, and completes nontechnical matters involving established policy.

Arranges and manages official meetings with high-level executives within and outside of ODEP, staff meetings, official commitments, and invitations, out-of-town travel, and itineraries for the executives and accompanying staff.

Reviews and analyzes a variety of reports, publications, and other incoming correspondence prepared both by DOL entities and from outside the DOL for the executives to ensure they are accurately briefed on all urgent and important matters related to the functions of the Office of the Assistant Secretary.

Serves as the initial review for incoming requests to the executive, answering most independently and only referring the most complex and sensitive to the executive or other senior officials.

Uses judgment and knowledge of priorities and timing, researches and assembles briefing materials to be used in meetings and conferences.

Tracks key projects to ensure the executives properly oversee the projects and intervenes at the most effective time. Transfers records and request timely with appropriate federal records contacts.