Executive Assistant

Full Job Description

The Executive Secretary reports to a member of the Executive Leadership Team (ELT) and performs a variety of administrative and clerical functions.

The ELT is comprised of the highest-ranking senior executives within the Network offices.

The employee works directly with all levels of staff in the organization to include all VISN 23 medical centers, outpatient clinics, VISN Offices, and occasionally VA Headquarters.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/30/2026.

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-09 position you must have served 52 weeks at the GS-07. 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.

Minimum Qualifications for GS-09: You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization.

Qualifying specialized experience includes: screening communications (i.e., calls, emails, mail, etc.) for significance; providing administrative support, such as managing calendars, making travel arrangements, and/or maintaining records/files; editing/preparing various correspondence including agendas, proposals, and responses to administrative matters; utilizing computers to create/manipulate databases and data sources; and recommending changes in policy to improve effectiveness of the organization.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed a master's degree or equivalent graduate degree, or 2 full years of progressively higher-level graduate education leading to such a degree, with a major closely related to the position.

(TRANSCRIPTS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education beyond the first year.

(TRANSCRIPTS REQUIRED) 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/.

Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position.

Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. Work is primarily sedentary.

Some walking, standing, bending, and carrying light office items is required. Travel may be required to attend various VISN meetings. Work Environment: Work is performed in an office setting.

Major Duties:

Major duties include but are not limited to: Responsible for the smooth flow of communication, time, commitments, and special projects coming into the ELT.

Proofread and edit all correspondence in accordance with VA policies and grammatical standards. Maintain effective office systems, procedures, and communications to ensure efficiency of ELT offices.

Ensure activities are accomplished in the most efficient, timely, and most cost-effective manner. Exercise full control over ELT appointments and travel requirements.

Arrange recurring VISN level meetings and conferences on the ELTs behalf. Gather information for agendas, notify presenters, distribute documents to all facilities prior to meetings.

Perform timekeeping functions and track travel, absences, leave, and other time-card related items. Respond to inquiries and administrative problems brought to the ELT by staff members.

Compose correspondence of a routine nature relative to administrative matters, general office issues, etc. Maintain office policies, charters, and position descriptions.

Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: This position may be authorized Ad-Hoc for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Executive Assistant/PD23527A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers.

This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest.

As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.

This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community.

This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.