Secretary (Office Administration) - Executive Secretary

Full Job Description

The Secretary (Office Administration) position is located in the Department of Veterans Affairs (VA), at the VA Medical Center, Fayetteville, NC. in the Executive Offices.

The position provides executive level administrative and secretarial support to the Chief of Staff, with additional assistance to Office of the Director executive team staff as needed.

Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute.

~AND~ In addition to meeting the Typing Experience, to qualify for this position at the GS-8 level, you must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the federal service that has given you the particular knowledge, skills and abilities required to successfully perform the duties of this position, and that is typically in or related to the position to be filled.

Specialized experience includes providing administrative support to an organization and performing a variety of clerical and administrative duties; drafting a range of communication/correspondence; scheduling appointments and meetings; coordinating travel and conference schedules; serving as a liaison with management and support staff; and utilizing office automation software such as Microsoft Office (Word, Excel, and PowerPoint and Microsoft Outlook).

Applicants must have excellent written and verbal communication skills and must possess excellent organizational skills.

At this level, applicants will perform duties independently and exercise sound judgement.

NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position.

Your resume must include job title, duties performed in detail, start and ending dates (month and year) AND hours worked per week.

Preferred experience: Prior Executive Secretary, Executive Calendar Management, Outlook, Excel, coordinating travel and conference schedules.

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:

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties include, but may not be limited to the following: Receives and assists patients and visitors arriving at the Executive Offices.

Provides high-level administrative and secretarial support to the Chief of Staff, including screening, drafting, and editing correspondence; tracking suspense items; preparing speaking outlines; and routing communications through the appropriate channels.

Manages timekeeping duties by accurately applying pay and leave regulations.

Drafts, edits, and reviews executive-level letters, memos, and correspondence in full compliance with VA standards, ensuring correct policy application, grammar, formatting, and required coordination.

Maintains awareness of healthcare regulations and accreditation requirements to ensure compliant administrative practices.

Responds to incoming telephone calls, provides facility information, and directs callers to the appropriate staff or department.

Prepares, proofreads, and formats reports, presentations, and internal documents.

Reviews all outgoing correspondence for accuracy, proper formatting, and adherence to style, spelling, and grammar standards.

Prepares meeting agendas and materials, takes minutes, and follows up on assigned action items.

Coordinates travel arrangements-including flights, hotels, itineraries, and expense reports-using Concur and other automated travel systems.

Manages the Chief of Staff's calendar; organizes conferences (including space, speakers, and logistics); arranges travel; attends meetings; prepares minutes; identifies follow-up tasks; and independently ensures completion.

Interprets and applies policies, procedures, and precedents to resolve administrative issues and provide clarification in complex or ambiguous situations.

Offers guidance, mentoring, and training to clerical staff on correspondence standards, workflows, and administrative best practices. Ensures compliance with organizational policies and procedures.

Prepares materials for audits, board meetings, and executive reviews. Coordinates departmental projects, tracks timelines, and monitors deliverables. Performs other related duties as assigned.

Work Schedule: Monday through Friday 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved