Executive Assistant (Director's Office)

Full Job Description

The Administrative Support Assistant functions as an executive assistant and provides administrative and clerical support to the Pentad.

Coordinates the diverse complex activities in the Pentad's Office in its relationship to VA Headquarters, the Network Director's Office, the Director's Office, and Care/Service Lines as assigned.

The position will be seated within the Buffalo, NY Facility, with the possibility of occasional travel to the Batavia, NY Facility.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/09/2026.

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 position you must have served 52 weeks at the GS 06. 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.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

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 06 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Proficiency in using Microsoft Office applications (Outlook, Word, Excel, PowerPoint), SharePoint, and other collaborative tools to support executive workflows and document management.

Experience handling sensitive, confidential, or time critical information, with demonstrated ability to exercise sound judgment, discretion, and attention to detail.

Strong organizational and time management skills, including the ability to prioritize multiple tasks, manage competing deadlines, and support projects of varying complexity.

Demonstrate ability to communicate professionally and effectively with internal and external stakeholders, including senior leaders, clinical staff, and community partners.

Experience analyzing administrative data, tracking metrics, and preparing summaries or reports to support executive decision making.

Ability to work independently with minimal supervision while also functioning effectively as part of an executive support team.

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/.

Preferred Experience: Providing high level administrative support to senior or executive leadership within a healthcare, government, or similarly complex organizational environment Major Duties:

Meetings, Public Contact & Office Support 60% Screens calls/visitors, referring to staff or the Pentad as needed. Handles information requests and resolves patient/family complaints.

Manages the Pentad's calendar, schedules appointments/meetings, and reminds them of commitments. Arranges conferences/meetings, including logistics and participant notifications.

Takes/transcribes meeting minutes, prepares agendas, and coordinates materials for various committees. Orders and maintains office supplies.

Maintains and certifies timecards for the Pentad and subordinate offices.

Correspondence, Action Items, Reports, and Filing Reviews and processes incoming correspondence; prepares responses and refers to the Pentad as needed.

Prepares routine correspondence, reviews outgoing correspondence for correctness, format, grammar, and policy compliance. Reads directives/material for updated procedures and informs staff.

Prepares and manages the Pentad's correspondence for the Director's signature; maintains records and files.

Maintains an action item control file to ensure timely submission of reports required by policies and standards.

Compiles and completes action items and reports, establishes deadlines, and ensures follow-up. Explains non-technical policies to Service Chiefs after obtaining clarifications.

Prioritizes administrative actions requested by various services. Performs other duties as assigned.

Work Schedule: Monday - Friday (8:00am - 4:30pm) Telework: This position may be authorized for telework. Ad-hoc Virtual: This is not a virtual position.

Position Description/PD#: Executive Assistant (Director's Office)/PD26146A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized