Executive Assistant (On-Site)

About Aleut Federal

Aleut Federal is an Alaskan Native-owned enterprise dedicated to supporting the Unangax people of the Aleutian Islands. We provide top-notch service to various branches of the federal government and prioritize community involvement. Our culture encourages growth, diversity, and inclusion, and our motto, "We are One," reflects our unity and purpose.

This position is in the Immediate Office of the Chief Human Capital Officer (HC) in the Forestal Building in Washington DC. HC guides the Department of Energy (DOE) on the impact and use of policies, proposals, programs, and partnership agreements related to all aspects of Human Capital Management. The incumbent of this position serves as an Executive Support Specialist and directly supports the top two senior leaders within HC, the Chief Human Capital Officer (CHCO) and Deputy Chief Human Capital Officer (DCHCO).

• Telework eligible.
• The incumbent must obtain and maintain the appropriate security clearance / suitability determination.
• Work may occasionally require travel away from the regular duty station.

POSITION OVERVIEW :

The incumbent works on matters of direct and substantial interest and concern to the HC organization. Due to the sensitivity of some issues, this may involve high-level interaction with officials in federal, state, and local government agencies and private industry. The position requires solid personal and professional judgment. The incumbent will frequently work directly with senior HC leadership and front office representatives from other DOE Departmental Elements, including the Office of the Secretary, and, therefore, must develop and maintain healthy relationships to ensure a steady flow of information regarding HC initiatives. The incumbent must remain aware of the high level of Administration, public, and Congressional interest in policies for planned, current, and continuing programs within HC and must be able to conduct independent research, evaluations, and assessments to properly analyze and make appropriate recommendations despite not being a DOE human resources subject matter expert. The incumbent of this position will have access to sensitive and frequently politically controversial information and must be a person with whom the leadership has complete trust and confidence. The incumbent must be at ease but respectful in interactions with senior leaders. Must ensure replies to inquiries are organized, clear, and concise; demeanor and tone are appropriate, and diplomacy and tact are always used.

MAJOR DUTIES :

Calendar management . Has full responsibility for managing the CHCO and DCHCO official calendars (short and long-range) to include scheduling meetings, interviews, and other engagements with internal office directors, external Heads of Departmental Elements, private organizations, S1's Office, and senior officials from different government agencies, to include high profile offices such as the Office of the White House. Deconflicts events for HC's long-range calendar and manages the timesheets, travel logistics, authorizations, and vouchers for the CHCO and DCHCO. Exercises objectivity and a keen awareness of the mission and responsibilities of HC leadership in the priority-setting process. Screens visitors, emails, telephone calls, and schedule requests for HC leadership. Exercises maximum tact and judgment to conserve time, satisfying the needs of official callers with widely diversified interests and issues.

Autopen management . Primary manager of the CHCO and DCHCO Autopen process. Review routine SES certificates for accuracy and delegate authority to apply the CHCO or DCHCO's signatures to properly approved items. Coordinates return to the appropriate office and manages the autopen log.

Email distribution and team site access management . Ensure accuracy of CHCO Direct Reports distro list and Teams Site access for HC Collaboration and HC-All Teams channels. Manages requests for addition or deletion to the Resource Management email distribution.

Correspondence and communications support. Drafts and edits correspondence to include memoranda, presentations, spreadsheets, briefing materials, policies, position papers, special reports, and email communications. Reviews incoming and outgoing correspondence for formatting, branding, and grammatical correctness; provides applicable executive summaries, interpretation of policy implications, and cogent recommendations pertaining to content. Ensures necessary level of staff coordination has been accomplished; returns to originator those actions requiring additional staff coordination or revision of actions not meeting standards. Prepares and routes actions submitted for CHCO / DCHCO approval in accordance with established front office processes and procedures.

Support for routine CHCO level meetings / reports . Manages the talking points / notes process for the HC Community and Update for Resource Manager Biweekly meetings. Solicits input as necessary, review / edit talking points, ensure correct format is followed, provide logistical support during the meetings, and sends the notes after they are finalized to the intended audience. Manages the S1 Weekly Report process. Solicit input, review / edit, route for approval, and send to S1's office weekly. Prepares managed hiring process read-ahead materials for discussion with Secretary's Chief of Staff. Responsible for logistics with setting up CHCO / DCHCO level meetings, read-ahead coordination, and assigning alternates to attend meetings in the absence of the CHCO / DCHO.

Coordination of external requests for review. Coordinates all requests for review of rules or laws that come in from OMB, OPM, OIG, GC, Congress, etc. Must be able to quickly synthesize information to determine if HC has equity in the law and if so, which office to assign it to. Ensures the response is approved by the CHCO and returned to the requester on time, allowing HC's input to be considered before the law or rule is final for all government agencies. Responsible for tracking and managing these requests every step of the way, to include receipt, internal office tasking, CHCO review, and final submission.

SKILLS REQUIRED FOR THE POSITION :

Salary Range- $95K-$105K

We will accept applications for this position until 01 / 06 / 2025 at 11 : 59p EST

Aleut offers the following benefits to eligible employees :

At Aleut, our culture thrives on diversity, inclusion, and collaboration. Integrating diverse perspectives opens up new possibilities, fosters innovation, and fully harnesses our team's potential. We are committed to creating an environment where every employee feels valued, included, and inspired to grow and find purpose. Join us and be part of a culture that celebrates differences and belonging for everyone, without regard to race, color, religion or belief, national, social, or ethnic origin, sex, pregnancy, marital status, age, physical, mental, or sensory disability, sexual orientation, gender identity and / or expression, or past or present military service. We welcome everyone as they are!

Salary : $95,000 - $105,000