Executive Assistant II

Senate; United States; Sur place; USD 69 000 - 107 000; Plein temps

Résumé du poste

Secretary of the Senate is seeking an Executive Assistant II to provide direct administrative support to the Assistant Secretary and Secretary of the Senate. The role demands independent judgment, calendar management, event coordination, and strong customer service in a confidential environment.

The position is non-telework, non-exempt, with standard work hours and opportunities to assist with special Senate events and office operations.

Qualifications

• Bachelor’s degree with 2–4 years of relevant admin support experience.
• Knowledge of modern office practices and equipment.
• Ability to work in a fast-paced environment.
• Ability to handle confidential matters with discretion.
• Strong written and oral communication skills.
• Ability to multi-task and prioritize with attention to detail.

Responsabilités

• Provide direct administrative assistance to the Executive Office. Schedule meetings, appointments, and maintain calendar for the Secretary and Assistant Secretary, as directed.
• Respond to telephone inquiries and refer staff and public inquiries to the appropriate office within the Senate; answer, respond to, and direct incoming calls to the Executive Office; maintain the office voicemail; greet visitors and appointments with the Office of the Secretary of the Senate.
• Maintain schedule requests for the Lyndon Baines Johnson Room (S-211) for the Senate community adhering to Senate Rules and Regulations.
• Keep the Executive Office fully prepared with supplies and equipment necessary to maintain business operations.
• Maintain all contact lists for the Office of the Secretary including Chiefs of Staff, Administrative Managers, and Committee Chief Clerks.
• Assist with planning and supporting special events, including weekly Tuesday spouse lunches, ad hoc spouse events, First Lady’s Luncheon, and Senate Leadership Dinner.
• Administer the Senate Service Award program; order pins and certificates; notify offices; verify reception and inventory.
• Coordinate National Archives requests with the Senate Historian and Curator for display approvals.
• Administer the Golden Gavel program; maintain records and coordinate with Gift Store and Historical Office.
• Manage tours and outside events including Capitol tours, gallery passes, and White House tours.
• Maintain knowledge of Emergency Action Plan (EAP) and Continuity of Operations (COOP) plans; participate in drills.
• Provide all customers with the highest level of customer service.

Connaissances

Bachelor's degree

Administrative support

Independent judgment

Calendar management

Customer service

Formation

Bachelor's degree

Two to four years administrative support experience

Internship experience

Outils

Microsoft Office

Description du poste

Executive Assistant II

Organization: Secretary of the Senate

Department: Executive Office

Work Hours: 9:00AM to 6:00PM

SALARY RANGE: SEC-6: $68931-$106844

FEDERAL RELAY SERVICE: Speech/Hearing impaired persons may text the Federal Relay Service at 1-800-877-8338 TTY.

TELEWORK: This position is not eligible for telework.

FLSA STATUS: Non-Exempt

DEADLINE FOR APPLICATIONS: 11/26/2026 at 11:59pm EST

JOB DESCRIPTION

NATURE OF WORK

This is administrative work providing clerical support to the Assistant Secretary and Secretary of the Senate. Work involves performing a variety of administrative duties involving sensitive and/or confidential matters and assisting with planning and preparation of special Senate events. Work is bound by Secretary of the Senate policies and procedures; the U.S. Senate Handbook; the Senate Ethics Manual, and requires independent judgment in setting priorities and handling assignments.

ESSENTIAL FUNCTIONS

• Provide direct administrative assistance to the Executive Office. Schedule meetings, appointments, and maintain calendar for the Secretary and Assistant Secretary, as directed.
• Respond to telephone inquiries and refer staff and public inquiries to the appropriate office within the Senate; answer, respond to, and direct incoming calls to the Executive Office; maintain the office voicemail; greet visitors and appointments with the Office of the Secretary of the Senate.
• Maintain schedule requests for the Lyndon Baines Johnson Room (S-211) for the Senate community adhering to Senate Rules and Regulations. In addition, help coordinate room reservations for Secretary of the Senate staff when requested for department head activities, Senate Historical Office talks, HR trainings, etcetera.
• Keep the Executive Office fully prepared with supplies and equipment necessary to maintain business operations.
• Maintain all contact lists for the Office of the Secretary including Chiefs of Staff, Administrative Managers, and Committee Chief Clerks.
• Assist with planning and supporting special events, including weekly Tuesday spouse lunches, ad hoc spouse events, First Lady’s Luncheon, and Senate Leadership Dinner. Support special events sponsored by the Secretary of the Senate’s office assisting with planning and execution to include staff activities, Page School pinnings, Intern events, Secretary’s Supper and other events, as assigned.
• In conjunction with the Director, Executive Office Operations, administer the Senate Service Award program; work with Executive Accounts Administrator to order pins and certificates; notify offices of staff to receive the award; verify that offices receive pins and certificates for presentation to employees, and maintain the Senate Service Award inventory system.
• Coordinate National Archives requests with the Senate Historian and Curator for Secretary approval to allow Senate documents to be displayed in various locations.
• Administer the Golden Gavel program; maintain updated record of Senators with over 100 hours presiding; order the Golden Gavel from the Gift Store; notify the Historical Office; and work with Conservation and Preservation to have the Golden Gavel box made.
• Manage coordination of all tours and special outside events including Capitol and Capitol Dome Tours for Secretary office visitors, and Senate gallery passes. Manage the White House Tour coordination.
• Maintain current knowledge of the Executive Office’s Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.
• Provide all customers with the highest level of customer service.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in an office environment with exposure to everyday risks and discomforts, and requires the use of normal safety precautions. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, and photocopier.

Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.

MINIMUM QUALIFICATIONS

1. Work requires a bachelor’s degree with two to four years of relevant administrative support experience. Relevant internship experience and other comparable experience may be considered, along with the following knowledge, skills, and abilities:
2. Basic knowledge of the Senate as an institution preferred, with a desire and willingness to learn more about the legislative process, as well as the history and operation of the Senate.
3. Knowledge of modern office practices, procedures, and equipment.
4. Knowledge of business English, spelling, and business math.
5. Ability to work in a fast-paced environment.
6. Ability to use independent judgment.
7. Ability to work effectively with Senators, their spouses, executives, Senate staff, and the public.
8. Ability to appropriately handle confidential matters and information.
9. Ability to use computer and relevant software packages.
10. Ability to deal with others using tact and diplomacy.
11. Ability to communicate professionally and effectively, both orally and in writing.
12. Ability to follow departmental rules, regulations, procedures, and functions.
13. Ability to multi-task and prioritize work with careful attention to detail.
14. Ability to work long, unpredictable hours, including weekends and holidays.

LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS

None.

Accommodations

Applicants needing a reasonable accommodation for the application or interview process should contact Human Resources at [e-mail].

Veteran's Preference

Hiring for this position will be governed by the Veterans Employment Opportunity Act of 1998 (“VEOA”), as made applicable by the Congressional Accountability Act of 1995. Pursuant to the VEOA, qualified applicants who are not current employees of the Office of the Secretary of the Senate and who are disabled or who have served on active duty in the Armed Forces during certain specified time periods or in certain military designated campaigns (“veterans”) may be eligible to receive a preference over non-veterans in hiring decisions. Family members of veterans may also be eligible to receive a veterans’ preference if the veteran cannot claim his or her veterans’ preference.

To be eligible for a veterans’ preference, applicants must meet all of their requirements set forth in the VEOA and applicable regulations. Those eligibility requirements are summarized in the Application for Veterans’ Preference, which may be obtained by visiting: https://www.senate.gov/employment/resources/pdf/SOS_VeteransPreference.pdf

If claiming a veterans’ preference, an applicant must indicate that he/she is preference eligible on the application or resume and must submit a completed copy of the Application for Veterans’ Preference along with the supporting documentation specified on that form. If the Office of the Secretary of the Senate does not receive the Application for Veterans’ Preference and supporting documentation by the closing date, the applicant’s claim for a veterans’ preference may be denied.

Applicants may obtain a copy of the Office’s Veterans’ Preference in Appointment policy by submitting a written request to [e-mail]. Individuals who are entitled to a veterans’ preference are invited to self-identify voluntarily. This information is intended solely for use in connection with the Office of the Secretary of the Senate’s obligations and efforts to provide veterans’ preference to preference-eligible applicants in accordance with the VEOA. An applicant’s status as a disabled veteran and any information regarding an applicant’s disability, including the applicant’s medical condition and history, will be kept confidential and will be collected, maintained and used in accordance with the Americans with Disabilities Act of 1990, as made applicable by section 102(a)(3) of the CAA, 2 U.S.C. §1302(a)(3). An applicant who declines to self-identify as a disabled veteran and/or to provide information and documentation regarding his/her disabled veteran’s status will not be subjected to an adverse employment action, but the individual may be ruled ineligible for a veterans’ preference.