Office Assistant (Executive Administrative Assistant)

Quick Facts

• Role: Office Assistant (Executive Administrative Assistant) supporting an Associate Director

• Schedule: Monday–Friday, 8:00 am–4:30 pm

• Virtual: Not virtual

Description

You will serve as the principal secretary and administrative assistant to the Associate Director, providing comprehensive office support and managing confidential administrative and secretarial functions. You will coordinate office workflow, handle calendars and correspondence, schedule meetings and conferences, and prepare accurate documents and meeting materials.

Responsibilities

• Provide confidential administrative and secretarial support to the Associate Director

• Coordinate and prioritize daily office workflow and operations

• Manage the Associate Director’s calendar; schedule appointments and coordinate meetings and conferences

• Screen calls, visitors, and inquiries; handle routine matters independently and direct issues appropriately

• Maintain confidential files, records, correspondence, and other sensitive documents

• Receive, review, distribute, and track incoming and outgoing correspondence; ensure timely completion of action items

• Prepare, edit, and review correspondence, reports, agendas, and other documents for accuracy, format, and policy compliance

• Organize meetings, prepare agendas and briefing materials, record minutes, and follow up on assigned actions

• Coordinate travel arrangements and related logistics

• Act as a liaison between leadership, staff, external stakeholders, Veterans, and community organizations

Requirements

• U.S. citizenship

• Complete all required steps, including an online assessment

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

• Subject to background/security investigation

• Complete online onboarding and provide acceptable I-9 documentation (REAL ID–compliant ID required as of May 7, 2025)

• Participation in the seasonal influenza vaccination program (VA HCP requirement)

• Specialized experience: 1 year equivalent to at least GS-6, including preparing/editing/reviewing correspondence and meeting documents; managing calendars and scheduling meetings; professional written communication skills; and office procedure/technology evaluation with process improvement recommendations

• No educational substitution at this grade level

Benefits

Federal employment includes a comprehensive benefits package. Eligibility depends on the type of position and whether it is full-time, part-time, or intermittent.