Executive Assistant

U.S. Federal Government - Washington, DC4.3

Full-time
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Duties
Summary
This position is located in Office of General Counsel (OGC) at the Smithsonian Institution. The incumbent serves as a special assistant to the General Counsel and provides management support for the office.

Responsibilities
Provides support to the General Counsel, and drafts correspondence, documents and emails, using strong writing and editing capabilities and discretion when handling sensitive information.
Communicates effectively on behalf of the OGC with a wide variety of personnel at all levels both inside and outside the organization.
Assists in other administrative duties relating to the operations of the unit that includes coordination of materials and meetings with the Board of Regents, maintaining calendars, liaison with other units, tracking correspondence and reporting requirements using an automated system, etc.
Assists the Administrative Officer with procurement and purchasing documentation and placing orders with vendors for office supplies and equipment.
Uses computer-based systems to perform functions related to personnel actions, assignment of legal matters and website administration.
Arranges travel, prepares travel authorizations, travel vouchers, and reimbursements.
Supervisory status
No

Promotion Potential
12

Job family (Series)
0301 Miscellaneous Administration And Program

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Requirements

Requirements
Conditions of Employment
Pass Pre-employment Background Investigation
Complete a Probationary Period
Maintain a Bank Account for Direct Deposit/Electronic Transfer
Qualification requirements must be met within 30 days of the job announcement closing date.

ATTENTION: Due to the large number of qualified applicants for positions of this type, this job announcement will close at 11:59 pm Eastern Time on: (A) The closing date listed or (B) The date that 200 applications are received; whichever occurs first. If the announcement closes on the date that 200 applications are received, all applications submitted by 11:59 pm that day will be given consideration, including those in excess of 200.

We will not consider applications which are late due to the announcement closing once the above number of applications is reached.

Qualifications
Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-9 level in the Federal Service or comparable pay band system. For this position Specialized experience is defined as experience working with senior level managers (e.g. Directors, Sr. Management Officials, etc.) providing coordination and management of their calendar, meetings, and special events; providing background data and materials to advise on and assist in preparing briefings, papers, reports, presentations; coordinating special projects of high priority and participating in and representing the office/unit's interest in a variety of projects and initiatives.

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.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

Or Education: GS-11: Three full years of progressively higher level graduate education leading to a Ph.D., LL.M. or equivalent doctoral degree related to the position may be substituted to meet the experience requirements.

Or a Combination: Education and experience may be combined to meet the basic qualifications; for example, a half year of experience and a half year of education in the field may be qualifying.

Special Instructions for Foreign Education: If you are qualifying by education and/or you have education completed in a foreign college/university described above, it is your responsibility to provide transcripts and proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement.

Education
NA

Additional information
Please see Benefits at www.sihr.si.edu for a complete description.

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

Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:

Ability to communicate orally to effectively interact with a wide variety of visitors and staff members in a courteous and professional manner.
Skill in composing written communication that has correct punctuation, capitalization, spelling and grammar in the legal format, using automated processes.
Skill in the use of a variety of automated office systems sufficient enough to send and receive e-mail, maintain calendars, type correspondence and reports and perform basic hardware troubleshooting.
Knowledge of procurement processes and procedures for the purchasing of office supplies and office equipment, and ability to inventory and maintain the same. (i.e. faxes, copiers, printers, scanners, and desktop computers).
Ability to coordinate, confirm and process travel-related documents and reimbursements.
Ability to organize meetings, conferences and associated logistics.
Knowledge of computer fundamentals to process a range of data.

Important Note:
Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

To preview questions please click here .

Background checks and security clearance
Security clearance
Not Required

Drug test required
No

Required Documents

Required Documents
Your application package should include the following documents:

Resume - Your resume can be uploaded and attached to your application or created using the USA Jobs on-line resume builder. If you want to receive full credit for relevant experience your resume MUST contain the job title (including the occupational series and grade if it is Federal), duties, starting and ending dates (month and year), hours worked per week, and salary.

USAJOBS has guidance on how to ensure that you submit a complete resume: If you have not written a Federal resume before, you may watch this Resume Writing Tutorial video on the USAJOBS YouTube channel , or read through a helpful Resume Writing FAQ article on the USAJOBS Site to learn what details you should, and should not, include in your resume. If any of the above information is not included in your resume we may not be able to fully credit you for your experience.

Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment.
Proof of U.S. accreditation for foreign study, if applicable.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Benefits

Benefits
The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, commuter benefits, health/life insurance, and accidental insurance.