Executive Secretary

Quick Facts

• Role: Executive Secretary (executive-level administrative support)

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

• Telework: Not authorized

• Virtual: Not a virtual position

Description

You will serve as the principal office assistant to the Executive Director and act as the primary backup to the Executive Secretary. The role includes executive calendar management, correspondence and briefing support, visitor/phone screening, travel logistics, and executive action/suspense tracking.

Responsibilities

• Provide administrative liaison support and communicate on administrative issues for the Executive Director.

• Support committees and instruct AVMC secretaries on correct correspondence procedures.

• Screen incoming directives, coordinate timely responses, and follow up to ensure completion.

• Attend meetings/conferences with the Executive Director when requested and take notes.

• Arrange complex travel (transportation, hotels, accommodations) and prepare travel advances and itineraries; ensure travel materials are prepared in advance.

• Receive, schedule, refer, and contact staff and external stakeholders; respond to administrative issues and route items for action.

• Manage the Executive Director’s calendar with exclusive control—prioritizing, rescheduling, refusing, or declining appointments as needed.

• Provide backup support to the Congressional Liaison function by reviewing information and assigning service lines in the Patient Advocate Tracking System.

• Screen visitors and calls to the Executive Director and route inquiries appropriately; suggest courses of action when needed.

• Train medical center secretaries in correspondence preparation.

• Maintain the Director’s file and publications system in compliance with regulations; serve as front office timekeeper.

Requirements

• U.S. citizenship.

• Completion of all required steps in the hiring process, including an online assessment.

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

• Background/security investigation eligibility and successful online onboarding with acceptable identification documents.

• Seasonal influenza vaccination program participation requirement for VA Health Care Personnel (HCP).

• Current SF-50 required to confirm eligibility.

• Selective placement factors: independent executive-level administrative support experience; executive correspondence and briefing/report coordination; leading/training administrative support staff; coordinating complex schedules/meetings/events; managing executive action tracking systems and monitoring suspense dates for timely completion.

Benefits

A career with the U.S. government includes a comprehensive benefits package; eligibility depends on the type of position held.