Executive Assistant

Summary

This position supports the Immediate Office of the Superintendent at USMMA by developing and executing daily operational programs. Key duties include independently processing sensitive, high-level documentation—such as White House, Congressional, and DOT communications—and monitoring progress on policies and decisions for the Administrator. Additionally, the employee handles confidential, unique situations and provides administrative support to the Superintendent and Deputy Superintendent.

Duties

The Executive Assistant: Manages daily administrative operations, complex executive calendars, travel itineraries under Federal Travel Regulations, and administrative support personnel for the Immediate Office of the Superintendent to ensure effective office management and decision-making. Serves as the primary point of contact and liaison to senior officials across the Department of Transportation, Congress, military services, and the maritime industry, professionally handling sensitive inquiries and confidential matters. Reviews, analyzes, and controls all incoming and outgoing executive correspondence, managing suspense tracking systems to ensure proper staff coordination, security markings, and timely completion of reports. Conducts comprehensive research into DOT and USMMA directives, orders, and administrative issuances to prepare executive briefing materials, resolve operational challenges, and recommend management improvements. The ideal candidate for this Executive Assistant position is a proactive, seasoned administrative professional who thrives in a high-stakes, fast-paced executive environment. Candidate should bring a high degree of discretion, sharp political acumen, and exceptional organizational skills to the Immediate Office of the Superintendent at the U.S. Merchant Marine Academy (USMMA).

Qualifications

To meet the minimum qualifications for this position, you must meet the specialized experience requirements. consideration. To qualify for the Grade 12, you must have at least one year of experience equal or equivalent to the GS-11 it must include: Experience coordinating and managing daily administrative operations for senior managers or executive leadership, including calendar priority setting, travel arrangements under government regulations, and administrative supervision of office staff. Experience serving as an administrative liaison between senior leadership and high-ranking officials across government agencies, legislative offices, or industry groups, exercising tact and discretion when handling sensitive or confidential inquiries. Experience analyzing incoming executive mail, maintaining suspense tracking systems, reviewing completed action packages for policy compliance and proper clearances, and drafting official executive correspondence. Experience conducting research using agency directives, orders, and regulations to analyze operational issues, prepare background briefing packages, and recommend procedural improvements. 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: Ability to organize work, establish priorities, coordinate activities across organizational components, monitor progress, and evaluate outcomes to support executive-level operations. Problem Solving: Ability to identify and analyze complex administrative or program issues, evaluate relevant information and alternatives, exercise sound judgment, and develop recommendations for resolution. Oral Communication: Ability to communicate effectively with senior officials, internal and external stakeholders, and other organizations regarding complex, sensitive, or potentially controversial matters. 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/policy-data-oversight/classification-qualifications/general-schedule-qualification-policies/#url=e4 All 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.