Executive Assistant

Job Family:

Administrative Services (Digital)

Travel Required:

Up to 10%

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:

This position is in the Office of Child Care (OCC) for the Administration for Children and Families (ACF). The employee serves as an Executive Assistant to the Office of Child Care leadership team, including the Director, the Deputy Director, the Associate Deputy Director, and Division Directors and managers in five divisions. This role will perform a wide variety of executive support and administrative duties and responsibilities. This position is responsible for providing advisory, analytical, and coordinative services and assures coordination of management initiatives, special projects, and daily activities. This position works in the office at least 2 set days per week to support a hybrid office; the work schedule is currently 2-3 days per week in the office and 2-3 days per week via telework. The incumbent is privy to confidential policy and personnel information. 

• Coordinate Outlook calendars and serve as a scheduler for senior leadership staff, keeping principals informed of upcoming activities and commitments and resolving conflicts. 

• Plan, organize, and prioritize tasks to meet multiple workload goals with a high level of attention to detail to ensure the efficiency and effectiveness of office operations.

• Coordinate administrative needs for basic operational services such as conference rooms, telecommunications, and audiovisual equipment. Reserve conference rooms and prepare meeting rooms and technology for hybrid meetings. 

• Work independently with a high degree of professionalism, tact, and diplomacy to carry out special assignments requiring knowledge of ACF’s mission. 

• Prepare senior leadership for attendance at meetings and conferences by preparing fact sheets, status reports, and briefing books. 

• Demonstrate strategic thinking and good judgment to prioritize and appropriately respond to a large volume of requests based on their importance, urgency, and complexity. 

• Receive and greet visitors and receive telephone calls from high-level officials. Screen calls by determining the nature and purpose of the call and autonomously respond to caller and visitor needs as appropriate. Communicate with the White House, members of Congress, and top-level officials on behalf of the OCC or other principals as needed. 

• Support and coordinate travel arrangements, including prepare itinerary and travel file, and ensure all necessary arrangements for travel, such as reservations, transportation, and appointments are confirmed and fully processed prior to departure. Assist with creating travel arrangements and authorizations and preparing vouchers for other office principals. Interpret travel regulations for the various situations encountered.  

• Assist in processing and tracking office correspondence, memos, and reports. 

• Prepare a variety of documents such as memos, reports, briefing materials, etc., in final form, including draft, edit, proofread, and format. 

• Assist in the coordination and completion of special projects, as appropriate. 

• Assist in the coordination and communication of messages to all staff. 

• Manage the setup of technology for meetings or engagements.

• Provide support in the coordination and completion of staff performance plans.

• Coordinate basic, established requirements for management of services and supplies.  

• Employ an extensive use of office automations software, Excel spreadsheets, Smartsheets, and databases to track and manage data. 

• Serve in a liaison capacity, including coordinate administrative activities, meetings, schedules, and deadlines, and obtain information and address any concerns as needed. 

• Regularly handle sensitive and confidential information materials or assignments for principals and other office leadership. 

• Perform other duties as assigned. 

What You Will Need:

• Minimum of three (3) years of experience.

• Associate’s Degree.

• Heavy calendar management and meeting coordination skills.

• Excellent verbal and written communication skills.

• Ability to operate calmly under pressure and maintain strong interpersonal skills.

• Ability to work collaboratively in a team environment with other staff supporting the leadership team of an organization.

• Strategic thinker and a problem solver

• Ability to troubleshoot office equipment and technology for meetings; strong technical aptitude.

• Strong organizational, multi-tasking, and prioritiza