Executive Office Secretary

Quick Facts

• Role: Executive Office Secretary (OA)

• Schedule: 0800–1630

• Work setup: Not virtual

Description

Provide executive-level clerical and administrative support for a leadership team, including screening calls and visitors, managing schedules and appointments, and drafting official correspondence. Review documents for signature quality, regulatory compliance, grammar, formatting, and policy adherence; prepare briefing materials and speech/presentation support. Record meeting minutes, distribute action items, and track projects to ensure timely completion and progress updates.

Responsibilities

• Screen visitors and calls, determine needs, and direct inquiries appropriately (gather background details when needed)

• Manage supervisors’ calendars, appointments, and meeting invitations; arrange alternate representation when appropriate

• Review outgoing documents for compliance, accuracy, grammar, formatting, and policy adherence; return deficient materials

• Gather, edit, and compile management information from VA sources using knowledge of organizational structure

• Identify matters requiring supervisory attention or policy decisions; compile relevant regulations and prior correspondence

• Draft acknowledgments, policy communications, invitation responses, and conference cancellation notices on supervisors’ behalf

• Prepare briefing materials for speeches and presentations; alert supervisors to significant office matters

• Maintain administrative records and workflow documentation

• Record meeting minutes; prepare official communications and summaries; distribute action items and track project progress

Requirements

• U.S. citizenship

• Pass required drug testing if applicable (refusal results in denial of employment)

• Selective Service registration required for males born after 12/31/1959

• Subject to background/security investigation

• Complete online onboarding and provide acceptable identification for Form I-9

• Participation in the seasonal influenza vaccination program is required for the applicable VA Health Care Personnel category

• Complete required probation/trial period (1-year probationary period or 2-year trial period) and meet certification for continued employment

• Meet GS experience requirements (one year specialized experience at the next lower grade level)

• No educational substitution at this grade level

Benefits

Federal employment includes a comprehensive benefits package; eligibility depends on the type of position and status.