Executive Assistant

Duties The executive assistant is expected, on a routine basis, to be able to: Perform a variety of confidential and complex administrative assignments on behalf of the executive director including: scheduling appointments as needed, including recurring meetings such as staff meetings, briefings for external parties in advance of Commission meetings, and recurring annual events; preparing and briefing the executive director on confidential matters to be considered before scheduled meetings, keeping executive director advised on time, place and topics to be discussed; making all necessary travel arrangements for the executive director, including scheduling visits, making hotel and travel reservations, maintaining contact with executive director while en route, writing necessary correspondence upon return; preparing and submitting travel reimbursement vouchers in accordance with Federal Travel Regulations (FTR) and internal travel policies; reviewing incoming correspondence for the executive director, including requests for meetings, screening out items that can be handled personally or forwarded to other appropriate staff for action; providing support with other tasks as assigned, particularly those that are of a confidential, sensitive, or high-priority nature. Provide support for the Commission meetings, including: securing and independently managing operational contracts supporting on-site meeting support, to include researching, negotiating, and managing contracts and invoices, for meeting venues, hotels, MACPAC's travel agent, transcription services, and other necessary contractual support; managing travel purchase requests, reimbursement vouchers, and lodging reservations for travelers, ensuring that hotel has accurate guest list and dates of reservations; assessing other meeting needs such as security, parking, and supplies; assembling materials to distribute to Commissioners in advance of the meeting; working with other staff to ensure that appropriate materials are posted to the website, available for projection and meeting attendees; working with other operations staff and vendors to ensure that all meeting needs are addressed; and providing onsite logistical support. Provide Support To Commissioners By scheduling meetings with Chair, Vice Chair, conflict of interest committee; etc.; addressing needs regarding accessibility of meeting materials, including reformatting as needed; communicating promptly and proactively before and after travel to coordinate travel arrangements; preparing and submitting travel purchase requests and reimbursement vouchers and relevant documentation in accordance with the FTR and internal travel policies; reviewing and approving travel reservations reserved through MACPAC's travel agency, including monitoring ticketing and adherence to the FTR; maintaining internal records related to contact information, addresses, assistants and their contact information; and preparing materials for orientation, including annual coordination of the Commissioner Handbook. Maintain organizational files for archival purposes, including meeting materials, publications, and official correspondence, coordinating with leadership regarding compliance with National Archives and Records Administration requirements; Assist communications team with maintenance of the email distribution list and daily clips that reference MACPAC and its work; Perform other duties as assigned, demonstrating commitment to team and personal success. Requirements Individuals must be U.S. citizens; Employees must undergo the completion of a satisfactory background investigation; Male applicants born after December 31, 1959 must certify that they have registered with the Selective Service System, or are exempt from having to do so under the Selective Service Law as described in 5 USC 3328. MACPAC employees are required to be fully vaccinated against COVID-19 subject to applicable exceptions as required by law. Documentation will be required before appointment or onboarding with MACPAC. Qualifications All MACPAC employees earning more than $151,661 in calendar year 2026 must follow financial disclosure requirements under the STOCK Act. Details can be found on the Senate Ethics Committee website here: excellent organizational skills; demonstrated attention to detail and accuracy; ability to take initiative, work independently, assess priorities, meet deadlines, and manage multiple activities efficiently; ability to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities; knowledge of software applications, particularly Microsoft Word, PowerPoint, Excel, Adobe Suite, and Constant Contact; excellent oral and written communication skills; an orientation toward problem solving, teamwork, and accountability; and willingness to engage in learning and development. Education bachelor's degree or equivalent work experience; five years of successful executive level administrative support roles. Additional Information This is a full-time position based in downtown Washington, DC with federal employee health and retirement benefits. Interested applicants should be available to work in the office two days per week with flexibility to attend other in-person events as needed. Salary competitive with those in other federal agencies. MACPAC will provide reasonable accommodation to applicants with disabilities as appropriate. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. MACPAC is an equal opportunity employer and does not discriminate in employment on the basis of race, color, religion, sex (including gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, pregnancy, parental status, military service, or other non-merit factor. Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. #J-18808-Ljbffr MACPAC - Medicaid and CHIP Payment and Access Commission