Executive Secretary

Quick Facts

• Role: Executive Secretary (administrative support for executive leadership)

• Reports to: Chief Experience Officer/Associate Director

• Schedule: Monday–Friday, 7:30am–4:00pm

• Telework: Not a telework position

Description

The Executive Secretary provides administrative coordination and support to the Chief Experience Officer/Associate Director and the Executive Leadership Team. The role covers scheduling and meeting logistics, travel coordination, purchase card and timekeeping administration, HR support activities, document preparation/routing, telephone management, and SharePoint/Shared Drive administration.

Responsibilities

• Coordinate ELT scheduling and meetings (calendar management, attendee confirmation, document collection)

• Coordinate ELT attendance at major facility/community events as facility leadership representative

• Manage meeting logistics (meeting location booking, audiovisual setup, teleconference lines, agenda drafting, meeting minutes)

• Serve as Travel Coordinator (LEAF/Concur travel requests, logistics, reimbursement submission)

• Serve as Purchase Card Holder for ELT leadership offices

• Serve as Timekeeper for ELT and backup Timekeeper for the Office of the Director

• Support HR functions (personnel folder management, HR ticket/request submission, performance plan/appraisal/award completion)

• Manage ELT phones (answer, route calls, check voicemail, respond to inquiries)

• Prepare executive documents and correspondence (memorandums, letters, reports, policies, standard work)

• Manage incoming/outgoing document routing for the ELT

• Administer SharePoint and Shared Drives for the ELT

Requirements

• U.S. citizenship

• Complete required steps and required online assessment

• Selective Service registration required for eligible males

• Subject to background/security investigation

• Complete online onboarding and meet ID requirements (REAL ID compliant after May 7, 2025)

• Seasonal influenza vaccination program participation required

• Probationary period/trial period requirement

• Specialized experience equivalent to GS-7: at least 1 year performing administrative support, data tracking, composing/formats of letters/memorandums, maintaining files/records, scheduling/coordinating meetings, timekeeping, and phone call direction

Benefits

Comprehensive federal benefits package; eligibility depends on position type. Contact the hiring agency for specific benefits offered.