Executive Assistant

Full job description

Duties

Duties of this position include, but are not limited to:

• Maintaining the calendar of the Executive Director and Chief Operating Officer exercising control over appointments with authority over commitment of time. Accepting/declining appointment requests and coordinating representation by subordinate employees when needed. Scheduling must be executed with maximum efficiency of time utilization and with knowledge of priority and knowledge of Director's workload, interests, commitments, and current issues of importance.
• Planning, coordinating, managing administrative affairs for the Executive Director, Chief Operating Officer, and the Chief Stores Officer
• Scheduling briefings and rehearsals in which the Executive Director is participating, ensuring availability of necessary reference materials, policy files, working papers, read ahead, etc. Monitors conversations and meetings when directed to do so, taking notes, and transcribing into a readily usable format.
• Developing administrative and procedural changes as directed by the Executive Director; advising as to their efficacy or feasibility based on precedents or knowledge of the factors which have previously influenced the Executive Director's decisions.
• Providing advice and assistance to other office staff members, and Division offices subordinate to the Executive Director as well as staff at the VACO or VHA Central Office concerning such matters that need immediate attention.
• Planning for large meetings, conferences, and other official or personal gatherings in which the Executive Director or the Chief Operating Officer is a key participant. Selecting mutually satisfactory time, reserving appropriate facilities, Microsoft Teams invitations, and/or notifying participants, preparing agendas, and fulfilling other ancillary requirements to ensure success, to include inviting guest speakers, ensuring adherence to proper protocols, settling accounts with the venue when necessary.
• Preparing travel requests and associated documentation for the Executive Director and/or the Chief Operating Officer. Making all necessary arrangements for travel, preparing itinerary, arranging schedule of visits, making transportation, and lodging reservations, notifying organizations and officials to be visited, keeping in touch with the Executive Director in route, making changes to schedule and itinerary as needed, submitting travel vouchers upon return.
• Reviewing and screening correspondence prepared throughout VCS and VHA channeled through appropriate parties. Correspondence is largely of a policy or sensitive nature and must be handled with confidentiality. Addresses unsatisfactory correspondence directly with office of origin. Proofreading all correspondence before providing to the Director.
• Operating multiple office automation systems and software packages such as Microsoft Office products to accomplish work. Assignments may involve text editing and document creation, database management, electronic mail and/or calendar, desktop publishing, electronic spreadsheet, graphics, or other automated functions. Preparing in final form, from written materials and brief instructions, a variety of narrative and statistical material, documents pertaining government correspondence, reports, staff actions, charts, etc.
• Maintaining confidentiality and safeguarding personal information such as Personal Identifiable Information (PII), HR actions and EEO/Audit Fact-Findings and Investigations.

Requirements

Conditions of Employment

• Selective Service Registration is required for males born after 12/31/1959
• You will be required to serve a probationary period of 1 year
• Subject to background/security investigation
• Must be vaccinated against Covid-19 for this agency

Qualifications

• Minimum of 3 years of experience in education, training or high-level administrative support duties in an office environment that requires a strict confidentiality.
• College Degree preferred, however, minimum of 30 semester hours of college coursework in Business Administration or a related field may substitute for one year of the required experience. Transcripts must be provided.
• Must have advanced experience with knowledge of office automation equipment/functions computers, copiers, scanners, Microsoft Office (including TEAMs, Excel, Word, and PowerPoint) etc.
• Must have strong communication skillset in advising and collaborating with division leaders and support personnel in a variety of divisions and regions to include directives, reports, correspondence, and communication protocols.
• Possesses effective verbal and written communication skills with command knowledge of grammar, spelling, punctuation, capitalization, style, and required formats.

Education

Bachelors Degree preferred but not required

• Benefits

  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, résumé, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment. NOTE: A formal pay-setting process will be used to determine your salary. The salary may be at any point in the range listed for this vacancy. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

• Benefits

  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  To apply for this position, you must provide a complete Application Package which includes:

  • Resume
  Veterans' Preference: Since the Veteran Canteen Service falls under Title 38 U.S.C. 7802, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position
  
  

  If you are relying on your education to meet qualification requirements:

  Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

  Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

• How to Apply

  All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on to receive consideration.

  • To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
  • Click Submit My Answers to submit your application package.
  NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USA JOBS account, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application , log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
  
  

  Agency contact information

  Michelle Kolpacki

  Phone

  Email

  Address

  VCS Central Office
  1 Jefferson Barracks Drive Bldg. 25
  St. Louis, MO 63125
  US

  Next steps

  Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made. You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
  
  

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Resume

Veterans' Preference: Since the Veteran Canteen Service falls under Title 38 U.S.C. 7802, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Help

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Veterans