Executive Assistant

1 month ago

St Louis, Missouri, United States Department Of Veterans Affairs Full time
Summary

The VCS Central Office Headquarters, located at the Jefferson Barracks VA Medical Center in St. Louis, MO is conducting a recruitment search for an Administrative Assistant to the Executive Director. In this role, you will report to the Executive Director of the Veterans Canteen Service and will perform duties designed to assist in all areas of administrative detail while delivering on the overall mission of VCS.



Duties

Duties of this position include, but are not limited to:

  • Maintaining the calendar of the Executive Director and Chief Operating Officer exercising control over appointments with authority over commitment of time. Accepting/declining appointment requests and coordinating representation by subordinate employees when needed. Scheduling must be executed with maximum efficiency of time utilization and with knowledge of priority and knowledge of Director's workload, interests, commitments, and current issues of importance.
  • Planning, coordinating, managing administrative affairs for the Executive Director, Chief Operating Officer, and the Chief Stores Officer
  • Scheduling briefings and rehearsals in which the Executive Director is participating, ensuring availability of necessary reference materials, policy files, working papers, read ahead, etc. Monitors conversations and meetings when directed to do so, taking notes, and transcribing into a readily usable format.
  • Developing administrative and procedural changes as directed by the Executive Director; advising as to their efficacy or feasibility based on precedents or knowledge of the factors which have previously influenced the Executive Director's decisions.
  • Providing advice and assistance to other office staff members, and Division offices subordinate to the Executive Director as well as staff at the VACO or VHA Central Office concerning such matters that need immediate attention.
  • Planning for large meetings, conferences, and other official or personal gatherings in which the Executive Director or the Chief Operating Officer is a key participant. Selecting mutually satisfactory time, reserving appropriate facilities, Microsoft Teams invitations, and/or notifying participants, preparing agendas, and fulfilling other ancillary requirements to ensure success, to include inviting guest speakers, ensuring adherence to proper protocols, settling accounts with the venue when necessary.
  • Preparing travel requests and associated documentation for the Executive Director and/or the Chief Operating Officer. Making all necessary arrangements for travel, preparing itinerary, arranging schedule of visits, making transportation, and lodging reservations, notifying organizations and officials to be visited, keeping in touch with the Executive Director in route, making changes to schedule and itinerary as needed, submitting travel vouchers upon return.
  • Reviewing and screening correspondence prepared throughout VCS and VHA channeled through appropriate parties. Correspondence is largely of a policy or sensitive nature and must be handled with confidentiality. Addresses unsatisfactory correspondence directly with office of origin. Proofreading all correspondence before providing to the Director.
  • Operating multiple office automation systems and software packages such as Microsoft Office products to accomplish work. Assignments may involve text editing and document creation, database management, electronic mail and/or calendar, desktop publishing, electronic spreadsheet, graphics, or other automated functions. Preparing in final form, from written materials and brief instructions, a variety of narrative and statistical material, documents pertaining government correspondence, reports, staff actions, charts, etc.
  • Maintaining confidentiality and safeguarding personal information such as Personal Identifiable Information (PII), HR actions and EEO/Audit Fact-Findings and Investigations.

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