Executive Assistant
The GS-11 Executive Assistant:
Directs the administrative operations of the office and ensures that the most efficient and effective executive administrative support is provided to the office and lab. Develops comprehensive plans and strategies for coordination and synchronization of internal and external day-to-day and long-range projects, actions, and activities across organizational elements, DOE/FE/HQ, and external stakeholders. Serves as the Directors Office (DO) lead for government administrative systems and software to expertly carryout administrative activities and meet deadlines. Provides training, guidance, and assistance to staff on all administrative matters and procedures. Responsible for handling daily details of administrative operations, including action items, events, activities, task lists, external engagement lists, status reports, tracking reports, short-fused tasks, phone inquiries, and travel arrangements (including itineraries, system processing, reservations, and briefing materials). Processes large volumes of correspondence and other documents to meet critical actions and short-fused deadlines. Anticipates, researches, and adds necessary background information to correspondence and briefing materials requiring DO attention. Composes and prepares correspondence and other documents in accordance with DOE correspondence guidelines, including correct format, spelling, and grammar. Prepares a variety of other documents in final form from rough drafts, notes, or oral instructions. Responsible for maintenance and quality control of office personnel files, official office records and correspondence. Manages a wide variety of actions and materials, including those of a confidential or sensitive nature. Manages short- and long-terms tasks, projects, and priorities for the Director's Office. Attends and participates in various meetings and follows up on action items, coordinating closely with other organizational elements and maintaining confidentiality of sensitive issues. Develops and maintains the office calendar with flexibility to accommodate shifting demands and adapting to multiple evolving priorities in a fast-paced office environment. Exercises control over appointments for commitment of time and coordination of schedules, resolves conflicts, forecasts potential requirements and plans time for historically recurring events. Performs necessary research to develop and assist with preparation of agendas, meeting logistics, issue papers, presentations and briefings for use in meetings and external engagements. Extrapolates existing methods and procedures to future requirements in developing timely and executable plans of action characteristically across multi-functional and organizational lines. Provides sound, mature advice, and recommendations to DO staff on the credible planning of events and activities. Determines DO focus and thrust, provides critical guidance and instructions on objectives to gather information, and clearly and concisely integrates information needed to carryout DO functions. Qualify with Specialized
Experience:
A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the next lower grade level (GS-09) in the Federal service. Specialized experience for this position is defined as:
Experience assisting in the formulation and execution of policies for an administrative program office. Experience handling large volumes of written and verbal correspondences including confidential and sensitive material. Experience managing and providing assistance to the management of calendars, meeting coordination, and travel coordination for a department. Experience evaluating organizational programs and recommending improvements. OR Qualify with Education:
Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. OR Have a combination of graduate education and specialized experience as described above. Your application and resume should demonstrate that you possess the following knowledge, skills and abilities (KSAs). Do not provide a separate narrative written statement. Rather, you must describe in your application how your past work experience demonstrates that you possess the KSAs identified below. Cite specific examples of employment or experience contained in your resume and describe how this experience has prepared you to successfully perform the duties of this position. DO NOT write see resume in your application! Knowledge of executive-level administrative operations, procedures and activities within a confidential, high-level, executive management setting. Ability to work in a team and inspire teamwork, collaboration and professionalism at all levels across the organization and with external stakeholders. Knowledge of the capabilities, operating characteristics, and advanced functions of a variety of types of key government systems and office automation software and knowledge of similarities, differences, and integration of the different systems and software types to provide the most efficient and effective executive administrative support. Ability to work independently to prioritize work and use good judgement in determining best approach to handle difficult situations. Knowledge of large government organizational structure, mission, programs, and organizational relationships in order to analyze administrative issues, coordinate schedules, and integrate actions and information. Knowledge of a wide range of management philosophies, policies, and procedures governing administrative and technical aspects of an organization and executive administrative operations plus an understanding of how these policies and procedures impact office operations, objectives, and timing of key events in orchestrating, integrating, and synchronizing actions, events, and activities involving the Director. Skill in written communications and ability to apply those skills in coordination and problem solving efforts. Experience refers to paid and unpaid experience. Examples of qualifying unpaid experience may include:
volunteer work done through National Service programs (such as Peace Corps and AmeriCorps); as well as work for other community-based philanthropic and social organizations. 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:
Current Federal employees must meet time-in-grade requirements by the closing date of this announcement to receive consideration.CTAP/ICTAP candidates:
To be considered well qualified you must meet all of the requirements as described in this section.You must meet all qualifications and eligibility requirements by the closing date of this announcement.
Estimated Salary: $20 to $28 per hour based on qualifications.
Directs the administrative operations of the office and ensures that the most efficient and effective executive administrative support is provided to the office and lab. Develops comprehensive plans and strategies for coordination and synchronization of internal and external day-to-day and long-range projects, actions, and activities across organizational elements, DOE/FE/HQ, and external stakeholders. Serves as the Directors Office (DO) lead for government administrative systems and software to expertly carryout administrative activities and meet deadlines. Provides training, guidance, and assistance to staff on all administrative matters and procedures. Responsible for handling daily details of administrative operations, including action items, events, activities, task lists, external engagement lists, status reports, tracking reports, short-fused tasks, phone inquiries, and travel arrangements (including itineraries, system processing, reservations, and briefing materials). Processes large volumes of correspondence and other documents to meet critical actions and short-fused deadlines. Anticipates, researches, and adds necessary background information to correspondence and briefing materials requiring DO attention. Composes and prepares correspondence and other documents in accordance with DOE correspondence guidelines, including correct format, spelling, and grammar. Prepares a variety of other documents in final form from rough drafts, notes, or oral instructions. Responsible for maintenance and quality control of office personnel files, official office records and correspondence. Manages a wide variety of actions and materials, including those of a confidential or sensitive nature. Manages short- and long-terms tasks, projects, and priorities for the Director's Office. Attends and participates in various meetings and follows up on action items, coordinating closely with other organizational elements and maintaining confidentiality of sensitive issues. Develops and maintains the office calendar with flexibility to accommodate shifting demands and adapting to multiple evolving priorities in a fast-paced office environment. Exercises control over appointments for commitment of time and coordination of schedules, resolves conflicts, forecasts potential requirements and plans time for historically recurring events. Performs necessary research to develop and assist with preparation of agendas, meeting logistics, issue papers, presentations and briefings for use in meetings and external engagements. Extrapolates existing methods and procedures to future requirements in developing timely and executable plans of action characteristically across multi-functional and organizational lines. Provides sound, mature advice, and recommendations to DO staff on the credible planning of events and activities. Determines DO focus and thrust, provides critical guidance and instructions on objectives to gather information, and clearly and concisely integrates information needed to carryout DO functions. Qualify with Specialized
Experience:
A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the next lower grade level (GS-09) in the Federal service. Specialized experience for this position is defined as:
Experience assisting in the formulation and execution of policies for an administrative program office. Experience handling large volumes of written and verbal correspondences including confidential and sensitive material. Experience managing and providing assistance to the management of calendars, meeting coordination, and travel coordination for a department. Experience evaluating organizational programs and recommending improvements. OR Qualify with Education:
Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. OR Have a combination of graduate education and specialized experience as described above. Your application and resume should demonstrate that you possess the following knowledge, skills and abilities (KSAs). Do not provide a separate narrative written statement. Rather, you must describe in your application how your past work experience demonstrates that you possess the KSAs identified below. Cite specific examples of employment or experience contained in your resume and describe how this experience has prepared you to successfully perform the duties of this position. DO NOT write see resume in your application! Knowledge of executive-level administrative operations, procedures and activities within a confidential, high-level, executive management setting. Ability to work in a team and inspire teamwork, collaboration and professionalism at all levels across the organization and with external stakeholders. Knowledge of the capabilities, operating characteristics, and advanced functions of a variety of types of key government systems and office automation software and knowledge of similarities, differences, and integration of the different systems and software types to provide the most efficient and effective executive administrative support. Ability to work independently to prioritize work and use good judgement in determining best approach to handle difficult situations. Knowledge of large government organizational structure, mission, programs, and organizational relationships in order to analyze administrative issues, coordinate schedules, and integrate actions and information. Knowledge of a wide range of management philosophies, policies, and procedures governing administrative and technical aspects of an organization and executive administrative operations plus an understanding of how these policies and procedures impact office operations, objectives, and timing of key events in orchestrating, integrating, and synchronizing actions, events, and activities involving the Director. Skill in written communications and ability to apply those skills in coordination and problem solving efforts. Experience refers to paid and unpaid experience. Examples of qualifying unpaid experience may include:
volunteer work done through National Service programs (such as Peace Corps and AmeriCorps); as well as work for other community-based philanthropic and social organizations. 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:
Current Federal employees must meet time-in-grade requirements by the closing date of this announcement to receive consideration.CTAP/ICTAP candidates:
To be considered well qualified you must meet all of the requirements as described in this section.You must meet all qualifications and eligibility requirements by the closing date of this announcement.
- Department:
0301 Miscellaneous Administration And Program - Salary Range:
$65,914 to $85,686 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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