Executive Secretary

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/09/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-8. The grade may have been in any occupation, but must have been held in the Federal service.

An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Selective Placement Factor: Selective placement factors are qualifications that are required because a person cannot perform successfully in the position without such qualifications.

A selective factor is considered part of the minimum requirements for a position, and applicants who do not meet it are ineligible for further consideration.

The Selective Placement Factors for the Executive Secretary are as follows: Applicants must possess specialized experience independently providing executive-level administrative support to senior leaders, including managing complex calendars, coordinating high-level meetings, preparing executive correspondence, and tracking executive actions and suspense items.

Applicants must demonstrate experience preparing, reviewing, and coordinating executive correspondence, briefing materials, reports, and official communications for organizational leadership. Applicants must possess experience leading, coordinating, training, or providing technical guidance to administrative support staff while ensuring consistent administrative operations across multiple offices or executives.

Applicants must demonstrate experience independently coordinating complex schedules, executive meetings, conferences, and leadership events involving multiple stakeholders. Applicants must possess experience managing executive action tracking systems, monitoring suspense dates, and ensuring timely completion of leadership assignments and requests for information.

You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-8 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Independently performing or delegating routine and non-routine work based on the commitments, goals, policies, priorities, and responsibilities of an Executive Leadership Team.

Researching and utilizing VA, VISN, and Medical Center-level policies, operations, and procedures to perform administrative and clerical functions. Utilizing proper grammar, punctuation, and spelling in the creation and dissemination of official VA correspondence. Reviewing and updating service level and facility level operating procedures and regulations related to administrative processes. Advising and instructing other secretarial staff on administrative operations and regulations.

Operating office equipment to include (but not limited to) a computer and associated software programs, a multi-line telephone system, tele-video conferencing equipment, copy and facsimile machines, tape/digital recording devices, etc. Quality Ranking Factors: Quality ranking factors are KSAs/competencies that could be expected to significantly enhance performance in a position, but unlike selective factors, are not essential for satisfactory performance.

The Quality Ranking Factors for the Executive Secretary are as follows: Experience providing administrative support to Senior Executive Service (SES), Medical Center Directors, Associate Directors, Assistant Directors, Chiefs of Staff, Executive Leadership Teams (ELT), or equivalent senior-level executives. Experience drafting, reviewing, coordinating, and tracking executive correspondence, briefing packages, issue papers, presentations, reports, and responses for senior leadership.

Advanced proficiency using Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and other collaboration tools to support executive operations. Experience managing executive office functions, including calendar management, travel coordination, timekeeping, procurement support, records management, and administrative workflow oversight.

01Preferred Experience

Demonstrated experience managing complex executive calendars, coordinating high-level meetings, and arranging travel for senior leaders. Proven ability to prepare, review, and coordinate executive correspondence, briefing packages, reports, presentations, agendas, and meeting minutes. Experience tracking action items, suspense dates, and leadership assignments while ensuring timely completion of deliverables.

Strong knowledge of executive correspondence processes, records management, and document control procedures. Experience serving as a liaison between executive leadership, internal staff, external stakeholders, and partner organizations. Ability to independently prioritize competing demands, resolve administrative issues, and make sound decisions with minimal supervision.

Experience leading or mentoring administrative professionals and coordinating administrative support activities across multiple offices or service lines. Proficiency with Microsoft Office applications, Microsoft Teams, SharePoint, Outlook, and other administrative management systems. Experience with timekeeping, training coordination, procurement support, and office operations management.

Excellent written and verbal communication skills, including the ability to handle sensitive and confidential information with discretion and professionalism. Demonstrated expertise in organizing executive meetings, conferences, and special events, including logistics coordination and follow-up actions. Strong attention to detail, organizational skills, and a commitment to providing exceptional customer service and executive support.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

MAJOR DUTIES AND RESPONSIBILITIES Administrative Assistance 30% The incumbent maintains liaison and communicates with persons and groups from both within and outside the office, speaking for the Deputy Director on administrative issues. They provide support functions to applicable committees as assigned by the Executive Deputy Director. The Executive Secretary instructs and assists AVMC secretaries in the administrative and clerical offices on correct correspondence procedures.

The incumbent screens incoming directives, being situationally aware of changes in policies and procedures. They notify appropriate staff officials of the need for information and/or recommendations, either prepare the responses or follow up on procedural materials to ensure a timely response. The Executive Secretary attends meetings and conferences with the Executive Deputy Director, when requested, taking notes on the proceedings.

The incumbent makes all necessary arrangements for the Deputy Director's travel, arranges schedule of visits, makes transportation and hotel reservations, and notifies organizations and officials to be visited. They prepare travel advances as necessary and ensure the Deputy Director has the advance prior to travel. The Executive Secretary prepares the final package the day before the Executive Deputy Director begins travel with ticket, itinerary, etc., if necessary, with directions.

They make travel and hotel arrangements and varied accommodations for dignitaries, VACO personnel and other VIP's as necessary to ensure that their travel and visit are pleasant. Office Management 25%The incumbent receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.

The individual responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside of the agency. They notify the appropriate subordinate management officials of the need for information or recommendation, and either prepare the response or follow up to ensure timely response by others. The Executive Secretary develops routine plans/schedules using standard references and existing information.

Word Processing 25%The incumbent exercises exclusive control over the Executive Deputy Director's appointments/calendar, with complete authority to commit time. They set up priorities, shifting rescheduling or refusing appointments or invitations by utilizing intimate knowledge of the Deputy Director's wishes and availability. When necessary, they decline invitations to meetings, etc., arranges for representation by a subordinate official when that is desirable.

The Executive Secretary follows up to make sure that the situations are taken care of in a timely manner. The incumbent informs the Deputy Director after the matter is taken care of so that he/she is aware of the situation. The incumbent serves as a back-up to the Congressional Liaison Officer assisting with the timely closeout of congressional inquiries by reviewing the information and assigning the applicable service line within the Patient Advocate Tracking System for response.

Office Automation 20%The incumbent screens all visitors and telephone calls to the Deputy Director. They determine the nature of the call or business of the visitor. The individual uses their own judgement when answering most questions and completes most business involving established policy, provides information, refers to other members of the Health System Director's staff, or arranges for the Deputy Director to personally handle the matter if necessary.

They route matters requiring action by other staff members and follows up to ensure timely completion. Of those requests requiring the Executive Deputy Director's personal attention, the individual suggests a course of action when possible.

The incumbent screens all calls to the Executive Deputy Director from the VISN, Central Office, Congressional staff, Veteran Service Organizations, other Federal/State/local agencies/organizations answering questions, or referring them to the Deputy Director or as appropriate other staff members. The Executive Secretary trains all Medical Center secretaries in correspondence preparation.

They direct the establishment and maintenance of the file and publications system of the Director's office, assuring compliance with governing regulations. The incumbent serves as the timekeeper for front office staff. Work Schedule: Monday through Friday, 8:00am - 4:30pm EST Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Executive Secretary/PD112110 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized