Executive Assistant

Summary

The Executive Assistant manages administrative and operational support for the USMMA Office of the Deputy Superintendent. Core duties include serving as a high-level liaison to DOT, Congress, and maritime stakeholders; managing executive calendars, official travel, and incoming correspondence; tracking suspense items; and conducting research for sensitive issues.

Duties

The Executive Assistant: Maintains the supervisor's daily and long-range calendars. Determines the priority of appointments, briefings, and meetings requiring the supervisor's personal attention and coordinates appropriate coverage when necessary. Serves as point of contact between high officials of the Department of Transportation, Congress, and other government agencies, officials of the maritime industry, foreign groups and others. Receives requests, inquiries, and comments and determines the nature and importance of the information Tracks incoming suspense correspondence by maintaining an accurate suspense status listing. Ensures timely completion of actions and reviews completed actions for priority, content, security markings, and appropriate staff coordination. Performs research from a variety of sources such as regulations, memoranda, orders, circulars, reports of special boards and committees, and other reference materials. Research often requires interpretation and adaptation if there are no precise guidelines. The ideal candidate for this position is an accomplished Executive Assistant with extensive experience managing administrative operations and high-priority DOT, Congressional, and policy actions for senior federal and higher education leadership. They possess expertise in executive calendar management, complex correspondence tracking, regulatory research, and stakeholder relations, while holding an active Secret Clearance and serving as essential Continuity of Operations (COOP) personnel.

Qualifications

To meet the minimum qualifications for this position, you meet either the education or specialized experience requirements. To qualify for the GS-11 on Experience, you must have at least one year of experience equal or equivalent to the GS-09 it must include: Experience coordinating daily administrative operations for senior managers or executive leadership, including managing calendars, arranging travel schedules, and clearing executive action packages. Experience managing incoming and outgoing official correspondence, tracked action/suspense items to ensure timely completion, and reviewed documents for accuracy, policy compliance, and proper staff coordination. Experience serving as a point of contact for internal and external stakeholders (such as senior agency officials or external organizations) to receive inquiries, gather background information, and relay organizational positions. To qualify for the GS-11 on Education alone, you must have: 3 years of progressively higher level graduate education leading to a Ph.D. degree or Ph.D. or equivalent doctoral degree. You can also qualify based on a combination of higher level 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: Planning and Evaluating: The employee establish priorities, independently plans administrative services, manages calendars, tracks suspense actions, coordinates office activities, and monitors work through completion. Oral Communication: The employee serves as a liaison/POC with senior DOT officials, Congress, other government agencies, maritime industry officials, and stakeholders, including handling sensitive matters. Problem Solving: The employee researches and interprets regulations and guidance, handles non-routine administrative issues, adapts guidelines to particular situations, and develops recommendations. 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: https://www.opm.gov/frequently-asked-questions/employment-faq/federal-hiring/how-do-i-apply-for-federal-jobs/ 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.

Requirements

• •Must meet specialized experience stated in Qualifications section.
• •Submit application and resume online by 11:59 PM EST on the closing date.
• •Required documents must be submitted by the closing date.