Executive Assistant

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Executive Assistant

 

Location: Washington, DC 20250

Hours: Full-Time, Monday- Friday

Contract Duration: 07/24/20 01/23/21; Two potential 6-month option periods

Rate: This position is for a proposal due on 7/21. Rates will be competitive.

 

Contractor personnel shall be responsible for working with Associate Deputy Chief(s) in the

National Forest System (NFS) in the USDA Forest Service. They shall collaborate with a top management team to develop concise methods of communication; utilize new electronic communication technology, telephone briefings, and personal briefings; and compile multiple sources of data; in order to assist the Associate Deputy Chief(s) in giving leadership and direction to the development and management of staff and resources throughout the agency.

 

Requirements:

 

        Ability to work independently using judgement to establish priorities, resolve problems, and plan and organize work in support of the office mission;

        Ability to organize various tasks and maintain productivity by responding to unplanned priorities;

        Familiarity with clerical and administrative procedures and requirements;

        Proficiency in using laptop computers and software, including the Microsoft Office Suite (e.g. MS Word, MS PowerPoint, MS Excel);

        Proficient in using telephone conferencing and video-teleconferencing equipment, high-volume copiers and scanners, and other office equipment and software (e.g. Adobe Connect);

        Knowledge of spelling, punctuation, and syntax sufficient to identify and correct grammatical errors and communicate effectively in writing;

        Ability to interact professionally with the public;

        Ability to successfully completion of the Information Security Awareness Exam required to access the network.

        2-3 years of experience as an Executive Assistant, performing the below duties

 

Job Duties:

        Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval;

        Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered;

        Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff;

        Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions;

        Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc.

        Shifts clerical staff to accommodate workload needs.

        Uses greater judgment and initiative to determine the approach or action to take in non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.

        Receive visitors and phone calls, ascertaining the nature of requests and directing callers to the appropriate staff, or personally providing the information by referencing established and known policies;

        Distribute mail and messages, recording the receipt, suspense, and completion dates as appropriate;

        Review incoming mail and segregate that which the incumbent is authorized to respond to personally (e.g. invitations, speaking engagements), from that which needs to be retained for the Deputy Chief/Associate Deputy Chief’s personal attention;

        Follow-up to ensure appropriate and timely action is taken, resulting in significant reduction of non-essential materials reaching the Deputy Chief/Associate Deputy

        Chief(s) while ensuring relevant parties receive critical information;

        Work with other executive assistants and administrative support staff in NFS to handle correspondence and reports;

        Use the electronic meeting scheduling system to reserve meeting/conference facilities;

        Print daily schedules, briefing papers, and reports for the Associate Deputy Chief(s);

        Review outgoing correspondence, reports, and other written materials for format, grammar, and punctuation and removing typographical errors;

        Work with and advise NFS office staff on matters affecting the process and flow of information;

        Perform follow-up from the Associate Deputy Chief(s) regarding meetings, updates to schedules, tracking correspondence, or communicating with other Executive Assistants;

        Communicate with internal and external sources to gather data using tact and diplomacy;

        Prepare confidential and sensitive correspondence for Assistant Deputy Director(s);

        Proficiently utilize Forest Service systems and software (e.g. Mercury, Box, ECMM);

        File documents and correspondence in both electronic and hard-copy filing systems;

        Provide completed staff work on special project assignments for the Associate Deputy

        Chief(s) as needed;

        Brief Associate Deputy Chief(s) on vital issues of interest to the NFS to ensure policy and program continuity;

        Take immediate corrective action to ensure continuity in communications, as needed;

        Develop data and information needed by the Associate Deputy Chief(s) to make decisions and develop answers to significant policy and procedural matters (cont.);

        Process travel vouchers;

        Arrange travel through the electronic travel system;

        Assemble information and presenting it to the Associate Deputy Chief(s) upon return

        from travel;

        Manage the Associate Deputy Chief(s) itinerary to meet the essential commitments for overall management of the deputy area.

Level One Personnel is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other status protected by law.

 

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