Executive Assistant

United States Agency for Global Media; Miami (FL); On-site; USD 75,000 - 105,000; Full time

Job summary

United States Agency for Global Media in Washington, DC seeks an Executive Assistant to support the Director and Deputy Director. You will manage the appointment calendar, organize meetings with senior officials, and assemble background information and briefing materials to inform decisions.

You will attend meetings when requested, draft summaries and letters, coordinate travel, and ensure office operations run smoothly.

Qualifications

• Experience with administrative concepts, principles, and practices applicable to delivering and coordinating effective internal processes.
• Experience with organizational priorities and preferences applying appropriate decisions as related to daily/routine office practices.
• Experience with communication techniques and skill using tact and diplomacy across multiple levels of an organization and personnel.
• Experience prioritizing, accomplishing competing tasks, and identifying methods for expediting the workflow.
• Experience assessing complex programs and new initiatives and determining administrative support needed to accomplish objectives.

Responsibilities

• Executive Support: Researches background information on various administrative matters for the attention of the Director and Deputy Director.
• Oversees appointment schedule for Director and Deputy Director, determining priority and importance for such appointments, and providing essential background information.
• Arranges meetings with high level officials of USAGM and other government agencies, and outside private interests, and assures that appropriate staff invited are properly informed as to the purpose of meetings and supplied with necessary background information.
• Attends meetings to keep abreast of issues, take notes and prepare summaries for distribution to interested officials.
• Represents the OCB Director and Deputy Director in dealing with officials at all levels, providing liaison and coordination in nontechnical areas.
• Interfaces with OCB Administrative Officer to ensure space, budget, office equipment, and other support services are adequate.
• Makes travel arrangements for Director and Deputy Director; prepares itinerary; provides documents needed for meetings and events.

Skills

Administrative concepts

Organizational prioritization

Diplomacy and tact

Multi-tasking

Written communication

Job description

Duties Help

As an Executive Assistant, you will be responsible for duties to include, but are not limited to: Performs other duties as assigned.

• Executive Support:
• Researches background information on various administrative matters for the attention of the Director and Deputy Director.
• Oversees appointment schedule for Director and Deputy Director, determining priority and importance for such appointments, and providing essential background information.
• Arranges meetings with high level officials of USAGM and other government agencies, and outside private interests, and assures that appropriate OCB staff invited are properly informed as to the purpose of meetings and supplied with necessary background information.
• Upon request, attends meetings to keep abreast of issues, to take notes and to prepare summaries for distribution to interested officials.
• Represents the OCB Director and Deputy Director in dealing with officials at all levels, both with government and private industry, providing liaison and coordination in any and all nontechnical areas.
• Interfaces with OCB Administrative Officer and administrative staff, to ensure that space, budget, office equipment, automated systems and other support services are adequate to accomplish the Director's goals.
• Makes travel arrangements for Director and Deputy Director; prepares itinerary; provides documents need for meetings and events; and assembles vouchers and other documents needed for travel reimbursement.
• Assures that services, documentation, and equipment, necessary for the Director's work are provided.
• Operational Administrative Support:
• Responsible for operational and administrative management for the immediate office of the OCB Director.
• Assures calls, visitors and correspondence to the office are screened properly, inquiries are answered or referred, and appropriate calls and matters are brought to the attention of the Director and/or the Chief of Staff.
• Receives, controls, and tracks correspondence and other written and electronic documents requiring the Director's approval and signature.
• Disseminates information, as requested, throughout OCB; obtains required materials to support requests for approval as directed.
• Initiates contacts; requests and responds to inquiries and requests and manage and track responses.
• Independently manages and works on projects as requested and drafts letters, memos, and other written products, as well as edits similar products for quality.
• Researches matters to be referred to the Director's attention. Ensures that agreed-upon policies and plans are properly coordinated for implementation.

Requirements Help

Conditions of employment

• You must be a U.S Citizen or U.S. National.
• This is a sensitive position. If selected, this position requires the completion of the SF-86.
• Suitability Determination: If selected, you will be subject to a background investigation to establish your suitability for federal employment. The background investigation may include, among other aspects, a review of your credit and legal history.
• This position is not covered by a Union Agreement.
• This position may require serving a one-year probationary period.
• The full performance grade level for this position is GS-12.
• If you are a male applicant who is born after 12/31/59, you are required to be registered for the Selective Service.

Qualifications

Applicants must have a minimum of one year of specialized experience at a level of difficulty and responsibility comparable to the GS-11 or comparable pay band in the Federal service or equivalent experience in the private sector. Specialized Experience is experience that has equipped the applicant with the knowledge, skills and abilities to successfully perform the duties of the position that is typically in or related to assisting in support of day-to-day operation of an operation's senior leadership internal and external activities.

• Experience with administrative concepts, principles, and practices applicable to delivering and coordinating effective internal processes.
• Experience with organizational priorities and preferences applying appropriate decisions as related to daily/routine office practices.
• Experience with communication techniques and skill using tact and diplomacy across multiple levels of an organization and personnel.
• Experience prioritizing, accomplishing competing tasks, and identifying methods for expediting the workflow.
• Experience assessing complex programs and new initiatives and determining administrative support needed to accomplish objectives.

Education

Education is not required for this grade level. It cannot be used for qualification purposes.

Additional Information

Status applicants who wish to be considered under merit promotion procedures, including those eligible to apply under Interchange Agreements with other Merit Systems and Veterans Employment Opportunity Act of 1998 , should apply under announcement ST-13060612-26-SC.

Applicants must meet all qualification requirements by closing date of the announcement to be considered.

• If you are a male applicant who was born after 12/31/59 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency. For Military Selective Service Act requirement information, please visit Selective Service
• Your application to this vacancy announcement will only allow consideration for this announcement. We cannot electronically or manually move your application to corresponding announcements, if applicable.
• Additional vacancies not reflected in the announcement that occur after the opening date of the vacancy announcement for position(s) identical (same grade, series and title) to the original vacancy may be filled from the selection certificate during the validity of the certificate.
• Budgetary conditions may delay or otherwise affect filling this vacancy. However, all interested candidates should apply now.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Help

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window Learn more about federal benefits .

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Once your application package has been received, a review of your qualifications will be made to ensure you meet the job requirements and competencies required for this position.

Competencies:

• Administration and Management
• Manages and Organizes Information
• Oral Communication
• Organizational Awareness
• Problem Solving
• Writing

Possession of competencies must be addressed in a resume and/or cover letter. To determine if you are qualified for this job, a review of your resume and supporting documentation will be made and compared against your responses to the occupational questionnaire. The numeric rating you receive is based on your responses to the questionnaire. If, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your score can and will be adjusted to more accurately reflect your qualifications. Please follow all instructions carefully. Errors or omissions may affect your rating. You will be placed in one of three rating categories:

• Qualified Category-Applicants possessing experience that meets the minimum qualifications of the position, a numeric rating below 79.
• Well Qualified Category-Applicants possessing experience that exceeds the minimum qualifications of the position, a numeric rating of 80-89.
• Best Qualified Category-Applicants possessing experience that substantially exceeds the minimum qualifications of the position, a numeric rating of 90 and above.

Application of Veterans' Preference: Category Rating does not add veterans' preference points, but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. Preference eligibles with a compensable service-connected disability of 10 percent or more will be placed at the top of the highest quality category (except in the case of scientific or professional positions at the GS-09 level or higher). Preference eligibles who do not have a service-connected disability of 10 percent or more will be assigned to the appropriate quality category based upon the job-related assessment and will be listed ahead of non-preference eligibles within the appropriate quality category.

Fair Chance Act: Under the Fair Chance Act , agencies are not allowed to request information about an applicant's criminal history until a conditional offer of employment has been made, except as allowed for access to classified information; assignment to national security duties or positions; or recruitment of a Federal law enforcement officer. An applicant may submit a complaint or any other information related to an organization's alleged noncompliance with the Fair Chance Act. The complaint must be submitted within 30 calendar days of the date of the alleged noncompliance. To make a Fair Chance Act inquiry or complaint, send an email with the appropriate information to [e-mail] , subject line: Fair Chance Act.