Clarification from the agency

Open to all qualified candidates eligible to work in the United States.

The Executive Assistant must possess both strategic and tactical abilities, providing guidance for how the President/CEO spends his time and maintains key relationships, as well as daily support and management of a rapidly changing schedule. The role requires a highly resourceful individual with strong emotional intelligence, self-motivation and analytical skills. Experience on Capitol Hill as well as a background and/or interest in international relations and/or security studies or related fields is highly desirable.

Scheduling

• Manages strategic calendar for President/CEO and provides organizational and logistical support for each meeting, including confirming attendees, creating/providing connection details (if remote), and booking conference rooms (if in person).
• Oversees daily schedule, including escorting guests, ending meetings on time, and coordinating any last minute changes or requests.
• Coordinates with Chief of Staff and Deputy Chief of Staff to ensure there are briefing materials for all meetings.
• Manages the President/CEO's mail and invitations. Responds to all invitations and maintains files of invitations that have been declined, accepted, or that are tentative/pending.
• Coordinate recurring leadership meetings hosted by President/CEO office.
• Provides a bridge for smooth communication between the President/CEO office and program teams; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Event Management

• Assist Deputy Chief of staff with event request process.
• Serve as logistics POC for most President/CEO events, which includes coordination between external host, internal program, and external relations to understand purpose of event and convey preferences of President/CEO.
• Advance in-person events to ensure arrival instructions and event logistics are in order, while coordinating President/CEO arrival with Chief of Staff or Deputy Chief of Staff.

Drafting/Editing

• Collect meeting briefers and read/edit them for clarity and content. If information is missing or unclear, work with program team or development to clarify.
• Task out talking points for events and, once received, adjust points to President/CEO’s voice.
• If bandwidth allows, assist in research and drafting for President/CEO’s blog “Stubborn Things.”

Office Management

• Maintains inventory of needed supplies for the President/CEO office.
• Assists with reimbursements for President/CEO expenses in Washington, DC.
• Creates travel authorization for each trip and coordinates approval process, as well as booking of travel and lodging reservations for the President/CEO.
• At the conclusion of a trip, submits travel voucher with all related expenses, as well as submitting priority POs and invoices for travel expenses.
• Coordinates with Deputy Chief of Staff for coverage of duties when anyone in the President/CEO office is on annual leave.

Conditions of employment

• May be required to serve a one-year probationary period
• Pre- appointment background investigation
• Must participate in Direct Deposit/Electronic Funds for salary payment
• Must meet Selective Service Registration Act requirement for males.

Qualifications

BASIC QUALIFICATIONS:

Successful completion of a full 4-year course of study in any field leading to a bachelor's degree, in an accredited college or university. (Transcripts must be submitted to support this claim)

MINIMUM QUALIFICATIONS: In addition, applicant must have at least 12 months of specialized experience, equivalent to at least the IS-06 level, or equivalent pay band in other pay systems in the Federal government. This experience may also have been obtained in the private sector, but must demonstrate that it is comparable to the IS/GS grade indicated. This experience must include activities such as:

• Planning and carrying out a wide range of complex administrative and program activities, budgeting regulations, guidelines and process;
• Reviewing and analyzing laws, regulations, policies, procedures, and past practices;
• Coordinating and making travel arrangements to include scheduling, itinerary details, reservations, preparation of travel vouchers and pre and post trip reports;
• Utilizing, Microsoft Office, Google and Apple products;
• Strong organizational skills, and careful attention to detail;
• Utilizing verbal and written communication skills.
• Ability to maintain composure and work successfully in a fast-paced environment under pressure, while effectively managing a hectic and demanding offices pace, while prioritizing tasks

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume does not support your questionnaire answers, we will not allow credit for your response(s).

For more information on the qualifications for this position, link to OPM Qualification Standards

Volunteer Experience: 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; religious; 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.

You must include months, years and hours per week worked to receive credit for your work and/or volunteer experience. One year of specialized experience is equivalent to 12 months at 40 hours per week. Part-time hours are prorated. You will not receive any credit for experience that does not indicate exact hours per week or is listed as "varies".

How you will be evaluated

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

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

Once the announcement has closed, a review of your application package (resume, supporting documents, and responses to the questionnaire) will be used to determine whether you meet the qualification requirements listed on this announcement. If you are minimally qualified, your résumé and supporting documentation will be compared against your responses to the assessment questionnaire to determine your level of experience. If, after reviewing your résumé and/or supporting documentation, a determination is made that you have inflated your qualifications and/or experience, you may lose consideration for this position. Please follow all instructions carefully when applying, errors or omissions may affect your eligibility.

Your application will be evaluated in accordance with Office of Personnel Management's (OPM) Delegated Examining Procedures using category rating. 

Your application will then be placed in one of three categories:

Gold

Silver

Bronze

Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics):

• Oral and Written Communication
• Planning and Evaluating
• Organizational Awareness
• Technical Credibility

In order to be considered for this position, you must complete all required steps in the process. In addition to the application and application questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.