Executive Assistant

Full Job Description

This position is organizationally aligned under the Office of the Director at the Edward Hines Jr VA Hospital, a Level 1A complexity VHA facility.

The primary purpose of this position is to serve as the principle administrative and clerical assistant to part of the Executive Leadership Team.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/02/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

For a GS-7 position you must have served 52 weeks at the GS-5. For a GS-9 position you must have served 52 weeks at the GS-7.

The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials.

If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement.

In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

You may qualify based on your experience and/or education as described below: GS-7 Grade Requirements: Specialized Experience: At least one (1) full year of specialized experience equivalent to the GS-5 level in Federal Service.

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

Specialized experience for this position would consist of: ability to organize and plan the activities of an office; maintain suspense systems to ensure items assigned for action are completed and submitted on time skills in reviewing correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of the facility meets and works with individuals at different organizational levels and persons of diverse backgrounds knowledge of computer software such as database, spreadsheets, and graphic programs skill in proofreading and final review of correspondence and reports skills in ordering supplies and submitting work orders for repairs or maintenance.

GS-9 Grade Requirements: Specialized Experience: At least one (1) full year of specialized experience equivalent to the GS-7 level in Federal Service.

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

Specialized experience for this position would consist of: ability to organize and plan the activities of an office; maintain suspense systems to ensure items assigned for action are completed and submitted on time skills in reviewing correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of the facility meets and works with individuals at different organizational levels and persons of diverse backgrounds knowledge of computer software such as database, spreadsheets, and graphic programs skill in proofreading and final review of correspondence and reports skills in ordering supplies and submitting work orders for repairs or maintenance.

You will be rated on the following Competencies for this position: Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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; religions; 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. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Physical Requirements: The work is sedentary. Typically, the employee sits comfortably to do the work.

However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts, etc. No special physical demands are required to perform this work.

Working Conditions: The work involves everyday risks or discomforts, which require normal safety precautions typical of such places as offices, meeting and training rooms, or libraries.

The work area is adequately lighted, heated, and ventilated.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Major Duties:

Receives and screens visitors and telephone calls, i.e. identity, purpose of call and relative importance in relation to availability of staff members.

Provides advice and guidance to staff on clerical and administrative matters and provides administrative support to the office Maintains calendars and makes appointments in accordance with established practice and special instructions Assists in development of annual training plans assuring that budgetary guidance is followed and periodically advises staff of training opportunities Take meeting minutes for both clinical and administrative meetings Receives, reviews and manages incoming correspondence and suspense items Management of timekeeping duties Maintaining personnel and performance records Work Schedule: Monday - Friday 7:30 am - 4:00 pm Telework: Not Suitable Virtual: This is not a virtual position Position Description/PD#: Executive Assistant/PD23542A Financial Disclosure Report: Not required