Executive Assistant II

United States Senate; Washington (District of Columbia); In loco; USD 52.000 - 76.000; Tempo pieno

Descrizione del lavoro

United States Senate is seeking an administrative assistant to support the Executive Office. You will manage calendars for the Secretary and Assistant Secretary, respond to inquiries, and assist with event planning and room reservations.

The role requires handling confidential information with discretion, strong communication skills, and the ability to multi-task in a fast-paced environment. Office presence and professionalism are essential.

Competenze

• Bachelor’s degree with 2–4 years of administrative experience.
• Ability to handle confidential information with discretion.
• Ability to multi-task and prioritize work with attention to detail.
• Strong written and verbal communication skills.

Mansioni

• Provide direct administrative assistance to the Executive Office, scheduling meetings and maintaining calendars.
• Maintain calendars for the Secretary and Assistant Secretary.
• Respond to telephone inquiries and refer staff and public inquiries to the appropriate office.
• Coordinate room reservations and manage events and engagements.
• Greet visitors and manage office communications and documentation.

Conoscenze

Administrative support

Calendar management

Customer service

Communications

Microsoft Office

Formazione

Bachelor's degree

Strumenti

Microsoft Office

Descrizione del lavoro

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

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:

• 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.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, spelling, and business math.
• Ability to work in a fast-paced environment.
• Ability to use independent judgment.
• Ability to work effectively with Senators, their spouses, executives, Senate staff, and the public.
• Ability to appropriately handle confidential matters and information.
• Ability to use computer and relevant software packages.
• Ability to deal with others using tact and diplomacy.
• Ability to communicate professionally and effectively, both orally and in writing.
• Ability to follow departmental rules, regulations, procedures, and functions.
• Ability to multi-task and prioritize work with careful attention to detail.
• Ability to work long, unpredictable hours, including weekends and holidays.

LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS

None.