Executive Assistant

Job Description

ABOUT JOB

We are currently searching for an Executive Assistant to provide support.

What You Will Do:

Executive Calendar Management:

• Maintain full ownership of the Department Chief’s calendar; schedule meetings in alignment with strategic priorities.
• Prevent scheduling conflicts and ensure adequate preparation time between engagements.
• Include relevant background materials and briefing documents in calendar invites.
• Evaluate requests based on urgency, mission impact, statutory deadlines, and executive direction.
• Coordinate with senior leadership staff to resolve competing priorities.
• Exercise independent judgment when recommending acceptance, rescheduling, or delegation of meetings.
• Provide a daily executive schedule summary highlighting key engagements, required preparation, and decision points.

Meeting Coordination and Management:

• Draft clear meeting invitations including agenda, objectives, attendees, and required pre-read materials.
• Ensure secure meeting platforms are used for sensitive discussions.
• Compile briefing materials, background information, and talking points.
• Attend meetings as requested and record accurate, concise minutes; capture decisions, action items, suspense dates, and responsible parties; distribute meeting summaries within established timelines.
• Maintain records in accordance with federal records management policies.

Email and Correspondence Management:

• Review incoming emails on behalf of the Department Chief.
• Categorize communications by priority and flag critical items requiring immediate executive attention.
• Draft responses for review when appropriate.
• Route correspondence to appropriate staff offices with clear instructions and suspense dates.
• Ensure all outgoing correspondence reflects professionalism, clarity, and alignment with agency messaging.
• Maintain proper records of official communications.

Confidential and Sensitive Information Handling:

• Safeguard classified, sensitive, Personally Identifiable Information (PII), and pre-decisional materials.
• Comply with all agency security protocols and federal privacy regulations.
• Limit information dissemination strictly to authorized individuals.
• Exercise sound judgment in handling sensitive personnel, budgetary, policy, or political matters.
• Avoid informal discussions of restricted topics.
• Immediately report suspected security breaches per agency policy.

Politically Delicate and High-Level Interactions:

• Communicate with internal and external stakeholders in a neutral, respectful, and diplomatic manner; remain nonpartisan in all official duties.
• Anticipate potential areas of sensitivity in scheduling and correspondence.
• Serve as a gatekeeper and representative of the Department Chief’s office.
• Maintain composure and professionalism in high-pressure environments.

Records and Documentation:

• Maintain organized electronic and physical filing systems.
• Ensure compliance with federal records retention schedules.
• Support audits, inspections, or information requests as required.

Additional Duties:

• Provide administrative oversight for travel coordination, vouchers, and logistics.
• Assist in preparing reports, presentations, and briefing materials.
• Support special projects and strategic initiatives as assigned.
• Perform other duties as assigned.

What You Will Need:

• Bachelors degree plus minimum of Six (6) years of prior relevant experienceOR in lieu of a Bachelors degree, a high school diploma plus minimum of Ten (10) years of prior relevant experience.
• Expertise with Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint, Webex).
• Ability to interact with staff of all levels with utmost professionalism.
• Excellent communications skills, both oral and written.

What Would Be Nice To Have:

• Knowledge of federal administrative procedures and executive protocols, desirable.
• Advanced organizational and time management skills.
• Experience working in a clinical or hospital setting, preferred.
• Independent judgment and decision-making authority.
• Strong interpersonal skills, an upbeat and “can do” attitude is a must for this opportunity. Candidates must be able to manage competing priorities in a fast-paced environment and deal with obstacles with a positive approach.

The annual salary range for this position is $85,000.00-$141,000.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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