Executive Assistant

Full Job Description

These positions are located in multiple components within the Department of Health & Human Services (HHS), Centers for Medicare & Medicaid Services (CMS), Center for Medicaid and CHIP Services.

As an Executive Assistant, GS-0301-11/12, you will provide direct support to organizational senior leadership through coordination of staff assignments, provision of liaison services and monitoring and reporting on the status of major projects and initiatives.

ALL QUALIFICATION REQUIREMENTS MUST BE MET WITHIN 30 DAYS OF THE CLOSING DATE OF THIS ANNOUNCEMENT.

Your resume (limited to no more than 2 pages) must include detailed information as it relates to the responsibilities and specialized experience for this position.

Evidence of copying and pasting directly from the vacancy announcement without clearly documenting supplemental information to describe your experience will result in an ineligible rating.

This will prevent you from receiving further consideration.

In order to qualify for the GS-11, you must meet the following: You must demonstrate in your resume at least one year (52 weeks) of qualifying specialized experience equivalent to the GS-09 grade level in the Federal government, obtained in either the private or public sector, to include: 1) Scheduling appointments and meetings for staff members to maintain daily calendars and coordinate conference room arrangements.

AND 2) Gathering information and documents from various sources to compile meeting materials and correspondence.

AND 3) Tracking task assignments and due dates for office projects to monitor completion status and provide updates.

- OR - Substitution of Education for Experience: You may substitute education for specialized experience at the GS-11 level by possessing a Ph.D.

or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or equivalent doctoral degree or LL.M., if related to the position being filled.

- OR - Combination of Experience and Education: Only graduate education in excess of the amount required for the GS-09 grade level may be used to qualify applicants for positions at the grade GS-11.

Therefore, only education in excess of a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree may be used to combine education and experience.

TRANSCRIPTS are required to verify satisfactory completion of the educational requirement related to the substitution of education for experience and the combination of experience and education.

Please refer to the "Required Documents" section below for the documentation required at the time of application.

In order to qualify for the GS-12, you must meet the following: You must demonstrate in your resume at least one year (52 weeks) of qualifying specialized experience equivalent to the GS-11 grade level in the Federal government, obtained in either the private or public sector, to include: 1) Managing calendars and scheduling appointments for senior staff members to coordinate meetings, conference arrangements, and office logistics.

AND 2) Conducting research and compiling information from multiple sources to prepare briefing materials and meeting agendas.

AND 3) Monitoring project tasks and assignments for organizational initiatives to track progress and provide status updates.

Substitution of Education for Experience: There is no substitution of education to meet the specialized experience requirement at the GS-12 grade level.

Combination of Experience and Education: There is no combination of experience and education to meet the specialized experience requirement at the GS-12 grade level.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional, philanthropic, religious, spiritual, community, student, social).

Volunteer work helps build critical competencies, knowledge, and skills, and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience.

Time-in-Grade: To be eligible, current or former Federal employees and current or former Federal employees applying under the VEOA eligibility who hold or have held a permanent General Schedule position in the previous year must have served at least 52 weeks (one year) at the next lower grade level from the position/grade level(s) to which they are applying.

Click the following link to view the occupational questionnaire: https://apply.usastaffing.gov/ViewQuestionnaire/12879227 Major Duties:

• Provide administrative support to senior executives, including managing complex calendars, scheduling high-level meetings and conferences, coordinating travel arrangements, and ensuring efficient time management for leadership priorities.
• Screen, prioritize, and manage emails, phone calls, and correspondence; draft, edit, and prepare professional documents, memoranda, and reports on behalf of executives; and serve as a liaison between leadership and internal/external stakeholders.
• Organize and coordinate executive-level meetings, prepare agendas and briefing materials, attend meetings to record minutes and action items, track follow-up activities, and ensure timely completion of assigned tasks and deliverables.
• Handle sensitive and confidential information with discretion, maintain organized filing systems ( electronic and physical), manage document control processes, and ensure compliance with information security protocols and organizational policies.
• Provide project management support for executive initiatives, conduct research and analysis, resolve administrative issues using sound judgment, and anticipate executive needs to proactively address potential challenges or scheduling conflicts.