The Postal Regulatory Commission is seeking a highly organized and enthusiastic Executive Assistant to provide comprehensive administrative support to the Secretary and Chief Administrative Officer. The Secretary is the executive responsible for overseeing agency operations, including IT, finance, HR, facilities, and administrative support to the agency. This role requires exceptional multitasking abilities, strong writing and communication skills, and experience in administrative support.

Duties

The incumbent serves as the Executive Assistant to the Secretary and Chief Administrative Officer. As Executive Assistant, you will be the driving force behind the efficient management of schedules, information compilation and reporting, and communication for the Secretary. The ideal candidate thrives in a dynamic environment, anticipating and spotting potential challenges, and implementing innovative solutions. This position requires strong writing skills, with a focus on style and formatting, and an ability to catch even the smallest discrepancies, ensuring that documents, reports, and communications are well organized and structured. A positive and entrepreneurial mindset are critical, approaching tasks with a proactive spirt and identifying and addressing issues before they escalate. Responsibilities: Administrative Support: - Electronically schedules appointments, coordinates meetings, virtual conferences, and accurately maintains calendar for the Secretary. - Conducts administrative and clerical on-site activities as needed to support Secretary, including scanning materials, making copies, ordering supplies, mailing correspondence, assisting with meetings, and greeting visitors. - Collects, transcribes, and maintains data and information in tracking systems to ensure that projects and reports meet deadlines and reminds appropriate staff members as to upcoming deadlines, events, and needs. - Improves and manages tracking systems within the office used by the Secretary to make program-related decisions. - Manages documents requiring approval and signature from the Secretary. Monitors deadlines for approvals and signatures to prevent any delays in critical business processes. Proactively follows up on pending approvals to maintain an efficient workflow. - Maintains budget information; assist in monitoring and reconciling expenses related to the Secretary's activities and budget, maintaining accurate records and compliance with financial guidelines. - Develops and maintains a shared office-wide calendar to provide transparency and visibility for all projects and deadlines throughout the office's functional departments. - Spearheads the planning, coordination, and administrative arrangements for internal events, conferences, team meetings, and celebrations. - Provides back-up when necessary to ensure that required tasks for administration are completed. Content Management: - Prepares, edits, proofreads, and formats a variety of correspondence and materials on behalf of Secretary. - Assures that policies, memorandums, and other materials submitted for Secretary review and approval are formatted properly, contain no spelling or grammatical errors and clearly articulate information. - Performs special projects as assigned such as process improvement projects, research assignments, policy development, and preparing presentations. - Conducts thorough research using diverse sources, both online and in agency files and finds relevant and reliable sources of information, even in areas where personal familiarity is limited. - Serves as the SharePoint administrator for the Secretary's internal SharePoint page for the office and manages and coordinates online communication tools used by the Secretary. - Effectively manages and organizes documents and records related to the Secretary's responsibilities, including archiving emails and attachments in the appropriate locations, ensuring completeness of files, and maintaining an organized repository of essential information. Communication and Coordination: - Participates in planning meetings with the office's management team, prepares agendas, documents meeting minutes, distributes action items to relevant parties, and follows up on commitments made by staff at meetings. - Anticipates and addresses issues before they escalate, utilizing creative problem-solving skills to find solutions and ensure smooth operations. - Communicates with internal and external customers in a respectful, kind, and helpful manner and maintains clear and open lines of communication. - Handles sensitive and confidential information with the utmost discretion and professionalism.

Requirements

• Relocation expenses are not authorized.
• Employees are required to participate in direct deposit.
• You will be required to serve a probationary period of 1 year.
• Fair Labor Standards Act (FLSA) Status: Exempt
• You must be a U.S. citizen or national to be eligible for this position.
• You must successfully pass a background investigation.
• This position may require you to submit a Public Financial Disclosure Report (OGE 278) upon entry and annually thereafter.
• The Commission uses E-verify, an internet based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

Qualifications

To qualify for this position, you must have at least three (3) years of specialized experience. Examples of specialized experience include experience where you gained thorough knowledge of a wide range of concepts, principles, and practices in the administrative support field sufficient to: Work independently with a high degree of tact and diplomacy to provide direct administrative support to a Senior Executive Service (SES) level (or equivalent) position, manage schedules, track work products, projects, and resolve administrative issues; Prepare reports, meeting minutes, agendas, memoranda, materials for briefings, presentations (slides, charts, graphs etc.), and conduct research to facilitate administrative activities; Manage executive correspondence, applying knowledge of correspondence formats and skill in proofreading, prepare correspondence for signature, review documents for completeness, and track the status of documents; Monitor, coordinate, and provide information to facilitate administrative activities for an office to include experience working with Microsoft Office 365 software and programs for tracking and analysis purposes. When describing your experience, be clear and specific, we do not make assumptions regarding your experience. Applicants who do not fully address the specialized experience needed for the position (as described in the job announcement) in their resume will not be referred for consideration. Applicants who are among the best qualified may be referred to the hiring manager for consideration and possible interview. 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; religions; 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.

Education

This position does not have an educational requirement.

Contacts

• Address Postal Regulatory Commission 901 New York Ave NW Washington, DC 20268 US
• Name: HR Office
• Phone: 2027896869
• Email: [email protected]