Executive Assistant

Executive Assistant

Department: Department of Veterans Affairs

Location(s): Washington, District of Columbia

Salary Range: $101401 - $131826 Per Year

Job Summary: The Executive Assistant directly supports the Center Director, the Deputy Director, and other Center staff by providing programmatic and administrative support/services to fulfill the Center's Congressional mandates, including being the principal adviser on the adoption and implementation of policies and programs affecting veterans who are women, promoting use of authorized benefits through outreach activities to increase awareness among women Veterans, both in VA and in the public.

Major Duties:

• The Executive Assistant will apply established procedures when performing tasks and will receive assignments that are designed to develop skills and knowledge. As experience and knowledge are gained and competency is demonstrated, the incumbent is gradually given more freedom to make independent judgments and decisions. The supervisor provides general standing instructions on what is to be done, procedures and methods to follow, data and information required, quality and quantity of work expected, and deadlines. Supervisor also provides additional, specific instructions for new, difficult, or special assignments including suggested procedures, sources of information, or reporting formats and techniques. The incumbent independently carries out recurring program and management analysis, clerical or technical tasks or assignments without specific instructions. The supervisor ensures that finished work and methods used are technically accurate and in compliance with established instructions, methods, procedures, and deadlines. Program Support Assistant: Directly supports the Director and Deputy Director providing administrative and clerical assistance to fulfill the Center's mandates. Office management and administrative support for the Center for Women Veterans' staff and serves as a contact point with staff on administrative matters. Schedules meetings and appointments for the Director and Deputy Director and establishes priorities, schedules, invitations to meetings, and arranges for representation by a subordinate official when desired and/or appropriate. Assembles materials and information for use at meetings, conducting necessary research in support of agenda items, contacting attending personnel as necessary. Prepares relevant pre-brief material(s) for Center Director/Deputy Director prior to scheduled meetings through template form. Event Support Assists with arranging conferences and meetings conducted for the Director and Deputy Director. Provides administrative/logistical assistance, including travel arrangements and itineraries where necessary, submits travel vouchers and reports and coordinates required follow-up for Director and Deputy Director and Center staff where necessary. Prepares materials for briefings and other presentations, such as slides, charts, graphs, briefings, etc. Determines information to be presented and appropriate formats. Rewrites the material as necessary. Composes short letters as assigned by the Director and Deputy Director. Monthly National Partner's Meeting manager - Recruit monthly speakers, manage speakers, organize and track partners, work with Director and Deputy Director to inform about upcoming meetings, run meetings. Correspondence and Publications Coordinates and prepares correspondence, proofreads for completeness, accuracy, tone, clarity, mastery of grammar, spelling and compliance with established policy. Must be proficient in all Office programs, especially a high proficiency for Microsoft Teams and Outlook email/calendar features. Reads all incoming publications, regulations and directives, which may be important to the activities of the Director or other Center staff. Refers those of importance or interest. Completes the Cabinet Report Supports staff on clearing Center's mailbox of incoming inquiries. Tracks incoming/outgoing mail and distributes to appropriate staff. Primary Office Manager General knowledge/understanding of data gathering and utilization Logistics & Acquisitions Tracks office equipment using Maximo. Responsible for procurement and control of Center's supplies and other small purchases and serves as the official cardholder of the Government credit. Performs simplified Acquisition Procedures for Micro Purchasing and the Government Credit card program. Maintain spreadsheet of data showing supplies and equipment in the Center. Assures that the Center has appropriate supplies in stock in order to adequately perform its mission. Assists in management of the Center's equipment inventory by: maintaining an updated inventory listing of items and locations; and participating in physical inventories of equipment items to make sure they are properly accounted for. Receives all visitors and telephone calls to the Director and Deputy Director. Business Office Operations Maintains workflow by working with program analyst and other staff to assure efficiency and timeliness of administrative functions affecting the office. Supports staff on completing Iris Inquiries Enters time and attendance data into the electronic system, and coordinates leave and other timekeeping issues. Performs other duties as assigned. Work Schedule: Full-time; Monday - Friday; 7:30am - 4:00pm Telework: Yes - as determined by the agency policy. Virtual: This is not a virtual position. Position Description/PD#: 39834-0 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/24/2025. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-12 position you must have served 52 weeks at the GS-11. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. See the Required Document section below for more information regarding the SF-50s needed to verify time-in-grade. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-11) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performing a wide variety of administrative tasks including scheduling meetings, managing executive calendars, coordinating travel arrangements and preparing reports and presentations; utilize databases and correspondence management systems to effectively organize and track correspondence and reports; collaborates with correspondence analysts throughout the Department to meet deadlines and ensures documents are in compliance with VA policy and standards; tracks correspondence through the approval process and alerts the Executive Secretary in case of missing or delayed materials; effectively uses VIEWS or similar electronic records management system to record and track documents for signature or approval. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy: To be found well-qualified, applicants must meet the following qualifications: Serves or served in an Executive Secretariat or a comparable function with direct experience with: managing a senior executive calendar; utilizing databases and correspondence management systems to effectively track and retrieve information; as well as the ability to perform a wide variety of administrative tasks. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary and performed in an office environment. The incumbent may be required to travel occasionally with the Director and/or Deputy Director. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at http://://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

How to Apply: Please read the entire announcement and all the instructions before you begin an application. To apply and be considered for this position, you must complete all required questionnaires, assessments and submit all required documentation as specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. The application process is as follows: Click the Apply Online button. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at: https://support-usahire.opm.gov/hc/en-us Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit. https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: Click on this: https://www.usajobs.gov/Help/how-to/application/status/. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application.

Application Deadline: 2025-11-24