Executive Assistant

Executive Assistant

The Executive Assistant supports MDEO's Executive Director by independently coordinating administrative functions to include correspondence, communications, personnel management, financial support, meeting schedules, scheduling of briefings including hearings, suspense and control items, space needs, and other analysis of information or refinement of recommendations and proposals.

Assists the Executive Director on highly visible and important formal responses, testimonies, and hearings. Works on Congressional testimony and hearing preparation; assists with establishing or articulating VA's position on broad issues with significant and wide-ranging impact. The incumbent completes special projects that are complex in nature and have significant impact on VBA initiatives. The work requires a high level of interaction with VBA senior leaders and the issues are typically controversial and highly visible.

Maintains a broad knowledge and understanding of VA and VBA policies, missions, automation, and operating programs and must remain acutely aware of administration policies and government-wide initiatives having a direct impact on VBA and MDEO. The incumbent applies expert analytical skills and division goals in evaluating various program areas. The incumbent uses expertise and judgment in creating recommendations for the Executive Director.

Exercises objectivity and awareness of the mission and responsibilities of the Executive Director in the priority setting process. The incumbent screens visitors and telephone calls by obtaining background information to determine which calls or visitors must be directed to the Executive Director, others, or can be handled personally. Provides technical assistance and guidance on preparation, coordination, and administrative processing of executive office actions including conducting research to develop presentations, briefings, and other executive materials.

Initiates and drafts memoranda and position papers, together with other special reports and analytical studies on items of special interest or controversial issues that are of high department or public interest. Exercises a high level of judgment in determining and advising on courses of action. Presents, or arranges for presentations, regarding matters related to current policy and program changes. The incumbent develops standard procedures involving the administrative operations for the office and develops systems which monitor, track, and control a wide variety of items requiring action by the Executive Director and staff for the office.

Prepares, edits, and reviews incoming and outgoing executive communications, briefing papers, correspondence, and other materials. Prepares presentations, spreadsheets, databases, and other materials utilizing appropriate technology. Provides executive summaries, interpretation of policy implications, or cogent recommendations pertaining to content. Acts as a gatekeeper to prevent inappropriate requests, incomplete proposals, inconsequential issues, and erroneous facts. Confirms appropriate stakeholders have identified and resolved all relevant information, prior to requesting executive leadership signature or endorsement. Independently resolves issues and provides a complete solution so the Executive Director only needs to give approval or disapproval of the proposal.

The EA works with the MDE budget team, in preparation of the administrative budget, ensuring it is ready for Executive Director review and concurrence.

Maintains continued awareness of overall activities in order to evaluate effectiveness and to keep the Executive Director informed and recommends actions to strengthen operating and administrative policies and procedures, and/or to advise staff on priority matters of concern. Takes final action in connection with the application of managerial and administrative functions that are within delegated authority. Incumbent is required to be aware constantly of the overall MDEO program and to recognize those areas with which the Executive Director should not be burdened, what actions and commitments should be made without reference to her/him and what matters require his/her counsel or decisions before arriving at final conclusions.

Work Schedule: Full time, Monday through Friday

Compressed/Flexible: Not Available

Telework: This position is eligible for situational (ad hoc) telework only. The selectee is required to report to the official duty station each scheduled workday. Telework may be approved only on a case-by-case basis with supervisory approval. Routine or recurring telework is not authorized for this position.

Virtual: This is not a virtual position.

Position Description/PD#: Executive Assistant; PD 421060

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not Required

Duty Hours: 8:00 - 4:30pm