Executive Assistant (SME)

Summary The position is established to provide administrative and technical support to the Academic Dean and Provost. This includes, but not limited to, calendars maintenance, travel coordinator, and office supply management. Responsibilities The Executive Assistant's duties include: Executive and Liaison Support: Serves as primary point of contact for the supervisor; coordinates communication with senior officials, stakeholders, and external agencies. Calendar and Meeting Management: Manages the supervisor's calendar, schedules meetings, prepares briefing materials, and ensures appropriate staff coverage. Correspondence and Records Control: Receives, reviews, and tracks incoming correspondence; prepares responses; maintains suspense logs and filing systems. Office Administration: Oversees daily office operations, supervises support staff, manages supplies, and ensures compliance with administrative procedures. Travel and Event Coordination: Arranges and processes travel orders and vouchers; coordinates logistics for meetings, conferences, and special projects. The ideal candidate has extensive experience applying administrative principles to enhance efficiency and effectiveness to an executive or senior executive. They excel at assessing policies, implementing office procedures, and resolving administrative challenges. With strong knowledge of management theory and organizational practices, they ensure compliance through effective communication, delegation, and records management. Their strategic and practical skills support improved operations and mission success across all levels. Requirements Conditions of Employment Submit application and resume online by 11:59 PM EST on the closing date. This is an Internal MARAD.MMA position. Required documents must be submitted by the closing date. CONDITIONS OF EMPLOYMENT: As a condition of employment for accepting this position, you will be required to serve a 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance the organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. SELECTIVE SERVICE: Males born after 12/31/59 must be registered for Selective Service. PROBATIONARY PERIOD: You must complete a one-year probationary period (unless already completed). Qualifications To meet the minimum qualifications for this position, you must (1) meet the Education Requirement for the series, (2) provide a copy of transcripts for verification, AND (3) meet either the education or experience qualifications for the grade at which you are requesting consideration. To qualify for the GS-09 on Experience, you must have at least one year of experience equal or equivalent to the GS-07 it must include: Experience providing support to an executive or senior executive, serving as the primary point of contact, managing communication with senior officials and external stakeholders, and ensuring timely, accurate flow of information. Experience managing an executive's or senior executive's calendar, meetings, and correspondence, including scheduling engagements, preparing briefing materials, tracking and drafting responses, and maintaining suspense and filing systems. Experience overseeing office operations and logistics for an executive or senior executive, including guiding support staff, managing administrative procedures and resources, and coordinating executive travel, events, and special projects. To qualify for the GS-09 on Education alone, you must have: 2 years of progressively higher level graduate education leading to a master's degree or have been awarded a master's or equivalent graduate degree. You can also qualify based on a combination of graduate education and experience. This must be fully supported by your resume and transcripts, provided with your application. KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: Technical Competence: Attention to Detail - Is thorough when performing work and conscientious about attending to detail. Technical Knowledge: Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work. Communication: Oral Communication - Makes clear and convincing oral presentations; listens effectively and clarifies information as needed. Written Communication - Writes in a clear, concise, organized, and convincing manner for the intended audience. For all types of consideration, 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 For additional information about applying to Federal positions, please click on the following link: Students enrolled in a qualifying degree program can apply if the anticipated graduation date is within six months of closing date of the announcement. Graduation transcript must be received before start date. Other applicants must meet all qualification requirements by the closing date of this announcement. Education Additional Information The Fair Chance to Compete for Jobs Act prohibits the Department of Transportation and its Operating Administrations from requesting an applicant's criminal history record before that individual receives a conditional offer of employment. In accordance with 5 U.S. Code § 9202(c) and 5 C.F.R § 920.201 certain positions are exempt from the provisions of the Fair Chance to Compete Act. Applicants who believe they have been subjected to a violation of the Fair Chance to Compete for Jobs Act, may submit a written complaint to the Department of Transportation by email at, [email protected]. To learn more, please visit our page at: The Fair Chance to Compete Act | US Department of Transportation This announcement may be used to fill additional positions if similar vacancies occur within 90 days of the issue date of the referral certificate.