Executive Assistant

Medicaid and CHIP Payment and Access Commission; Washington (District of Columbia); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Telework eligible

Job summary

Medicaid and CHIP Payment and Access Commission is seeking an Executive Assistant in Washington, DC to provide confidential support to the executive director and help coordinate Commission meetings. Responsibilities include travel planning, meeting logistics, and managing official records and correspondence.

The role requires a bachelor's degree (or equivalent) and five years of executive-level administrative experience, with telework eligibility as part of the position.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Five years of successful executive level administrative support roles.

Responsibilities

• Provide confidential executive support to the executive director.
• Coordinate and execute Commission meetings, including venue, travel, and materials.
• Manage organizational files, records, and official correspondence.
• Arrange travel, lodging, and reimbursements per FTR and internal policies.
• Support accessibility of meeting materials and posting to the website.
• Assist communications team with maintenance of distribution lists and daily clips.

Skills

Executive support

Scheduling

Travel arrangements

Vendor management

Document management

Meeting coordination

Confidentiality

Education

Bachelor's degree or equivalent

Job description

• Hiring Agency: Medicaid and CHIP Payment and Access Commission
• Department: Other Agencies and Independent Organizations
• Location: Washington, District of Columbia

The executive assistant provides confidential support to the executive director. In addition, the executive assistant plays an integral part in preparing for and executing Commission meetings; maintaining organizational files and records documenting meetings, publications, and official correspondence; and providing other administrative support as needed.

Key Responsibilities

The executive assistant is expected, on a routine basis, to be able to: perform a variety of confidential and complex administrative assignments on behalf of the executive director including: scheduling appointments as needed, including recurring meetings such as staff meetings, briefings for external parties in advance of Commission meetings, and recurring annual events; preparing and briefing the executive director on confidential matters to be considered before scheduled meetings, keeping executive director advised on time, place and topics to be discussed; making all necessary travel arrangements for the executive director, including scheduling visits, making hotel and travel reservations, maintaining contact with executive director while en route, writing necessary correspondence upon return; preparing and submitting travel reimbursement vouchers in accordance with Federal Travel Regulations (FTR) and internal travel policies; reviewing incoming correspondence for the executive director, including requests for meetings, screening out items that can be handled personally or forwarded to other appropriate staff for action; providing support with other tasks as assigned, particularly those that are of a confidential, sensitive, or high-priority nature; provide support for the Commission meetings, including: securing and independently managing operational contracts supporting on-site meeting support, to include researching, negotiating, and managing contracts and invoices, for meeting venues, hotels, MACPAC's travel agent, transcription services, and other necessary contractual support; managing travel purchase requests, reimbursement vouchers, and lodging reservations for travelers, ensuring that hotel has accurate guest list and dates of reservations; assessing other meeting needs such as security, parking, and supplies; assembling materials to distribute to Commissioners in advance of the meeting; working with other staff to ensure that appropriate materials are posted to the website, available for projection and meeting attendees; working with other operations staff and vendors to ensure that all meeting needs are addressed; and providing onsite logistical support; provide support to Commissioners by: scheduling meetings with Chair, Vice Chair, conflict of interest committee; etc.; addressing needs regarding accessibility of meeting materials, including reformatting as needed; communicating promptly and proactively before and after travel to coordinate travel arrangements; preparing and submitting travel purchase requests and reimbursement vouchers and relevant documentation in accordance with the FTR and internal travel policies; reviewing and approving travel reservations reserved through MACPAC's travel agency, including monitoring ticketing and adherence to the FTR; maintaining internal records related to contact information, addresses, assistants and their contact information; and preparing materials for orientation, including annual coordination of the Commissioner Handbook; maintain organizational files for archival purposes, including meeting materials, publications, and official correspondence, coordinating with leadership regarding compliance with National Archives and Records Administration requirements; assist communications team with maintenance of the email distribution list and daily clips that reference MACPAC and its work; and perform other duties as assigned, demonstrating commitment to team and personal success.

Requirements & Education

bachelor's degree or equivalent work experience; and five years of successful executive level administrative support roles.

Which agency is hiring for this position?

This position is with Medicaid and CHIP Payment and Access Commission, Other Agencies and Independent Organizations.

What is the salary for this position?

The posted pay range is $65000 - $80000/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What is the application deadline?

Applications close on 2026-10-05.

Who is eligible to apply?

This position is open under the 'Public' hiring path.

Source: USAJOBS.gov - U.S. Federal Government