Executive Assistant
Apply NowCompany: U.S. Courts
Location: Washington, DC 20011
Description:
Summary
The Executive Assistant provides high-level administrative support to the Circuit Executive and Clerk of Court (Circuit Executive) and Chief Deputy Clerk and supports communications and administrative functions within the Office of the Circuit Executive. This position reports to the Chief of Staff to the Circuit Executive.
This job is open to
Duties
This position requires exceptional organizational skills, discretion in handling confidential and sensitive matters, and the ability to communicate effectively with judges, court staff, and the public.
Executive Support: Serve as primary administrative support to the Circuit Executive and Chief Deputy Clerk. Manage complex calendars, schedule meetings, and coordinate travel logistics for court executives, including arranging transportation and accommodations, and preparing necessary documentation such as authorizations, itineraries, and travel vouchers. Screen calls, visitors, and correspondence and determine priority matters requiring immediate attention. Coordinate and track projects, pending matters, and related deadlines within the Office of the Circuit Executive. Prepare agendas and materials for executive and management meetings. Compose, proofread, and edit correspondence, reports, and other documents on behalf of the Office of the Circuit Executive. Maintain organized filing systems for confidential and sensitive documents. Process confidential matters and maintain discretion regarding sensitive information. Track action items and follow-up requirements from meetings and initiatives. Coordinate logistics for meetings and provide support for court conferences and official events. Serve as liaison between senior leadership and court staff, working groups, committees, and external entities. Assist with special projects and research as assigned.
Communications Support: Assist the Office of the Circuit Executive with external and internal communications. Develop and maintain content for the court's public website and internal publications. Draft public notices, advisories, and administrative orders. Support media relations and public information requests. Create documentation, manuals, presentations, and other communications materials. Develop and maintain consistent document style and format for all court communications. Coordinate content reviews with subject matter experts and relevant staff. Implement communication strategies for both public engagement and internal information sharing. Prepare materials on behalf of the Circuit Executive for public speaking engagements and presentations.
Operational Support: Provide operational and administrative support to the Circuit Executive's duties to the Federal Circuit Judicial Council and administrative duties concerning inter-circuit assignments, actions under the Judicial Conduct and Disability Act, and other matters requiring coordination with the Administrative Office's Office of General Counsel. Assist the Circuit Executive in coordinating and preparing for meetings of court committees, the Judicial Conference of the United States, and national advisory groups. Prepare documents for review and approval by the Circuit Executive.
Administrative Operations: Coordinate, develop, and implement office administrative procedures to improve the efficiency and effectiveness of the Office of the Circuit Executive. Maintain office records and correspondence tracking systems, including Circuit Judicial Council records. Assist with budget planning and monitoring. Assist with review of financial reports and documentation. Provide administrative support for the management of the court's non-appropriated funds. Coordinate with other administrative units to ensure efficient operation, including requests for supplies and equipment. Participate in policy development and implementation activities.
General Responsibilities: Communicate clearly and effectively, both orally and in writing, to explain complex matters and concepts to individuals and groups with varying experience and backgrounds. Interact effectively with the public and staff, providing quality customer service and resolving difficulties efficiently while complying with regulations, rules, and procedures. Comply with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements. Demonstrate sound ethics and good judgement at all times. Display a careful and deliberate approach in handling confidential information in a variety of contexts.
Requirements
Conditions of Employment
Only those applicants selected for an interview will be contacted. For in-person interviews, candidates must travel at their own expense. The court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.
The position will report to downtown Washington, DC; however, limited telework may be available on an ad hoc basis and/or according to agency policy. Employees of the United States Court of Appeals for the Federal Circuit are excepted service, at-will appointments. Federal government civil service classifications or regulations do not apply. All offers of employment are provisional pending successful completion of a background check or investigation and a favorable employment suitability determination. Initial and continued appointment in this position is conditioned on a favorable moderate risk, five-year background investigation (renewed every five years). An unfavorable investigation at any point during employment may lead to removal. This position is subject to Electronic Funds Transfer (EFT) for payroll deposit.
Must be a U.S. citizen or eligible to work in the United States. Non-citizens may be interviewed and considered for employment, but employment offers will only be made to individuals who qualify under one of the exceptions in 8 U.S.C. 1324b(a)(3)(B). Under 8 U.S.C.1324b(a)(3)(B), a lawful permanent resident seeking citizenship may not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen), at which point he or she must apply for citizenship within six months of becoming eligible, and must complete the process within two years of applying (unless there is a delay caused by the processors of the application). Non-citizens who have not been permanent residents for five years will be required to execute an affidavit that they intend to apply for citizenship when they become eligible to do so.
Qualifications
Required Qualifications
Education
At a minimum, candidates must possess a high school diploma or equivalent.
Specialized Experience
CL 26 ($61,603 - $100,097): Candidates must possess at least five (5) years of progressively responsible administrative experience that provided the opportunity to acquire knowledge of the basic concepts, principles, policies and practices of providing high-level administrative and organizational support to executive staff. At least two (2) of the five years of experience must be in a supporting role to a senior executive or manager in either the public or private sector. One year of specialized experience may be substituted by a bachelor's degree from an accredited college or university and superior academic achievement as listed below.
CL 27 ($67,660 - $110,012): Candidates must possess at least six (6) years of progressively responsible administrative experience that provided the opportunity to acquire the knowledge of the basic concepts, principles, policies, and practices of providing high-level administrative and organizational support to executive staff. At least two (2) of the six years of experience must be in a supporting role to a senior executive or manager in either the public or private sector. One year of specialized experience may be substituted by a bachelor's degree from an accredited college or university and superior academic achievement as listed below.
Superior Academic Achievement
Required Competencies
Preferred Qualifications
Education
Candidates must possess a high school diploma or equivalent.
Additional information
Only those applicants selected for an interview will be contacted and must travel at their own expense.
Reimbursement for relocation is not available.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Applicants will be evaluated based upon review of their qualifications and the application package.
Required Documents
1.) Cover Letter
2.) Rsum
3.) Academic Transcripts (if required)
4.) Completion of the provided online application (AO 78)
5.) Completion of online testing modules
See instructions for "How to Apply."
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
To be considered application packages must include:
Cover letter of no more than two pages, wherein the applicant describes the knowledge, skills, abilities, and/or experience that would make them well qualified to fill this position. Rsum outlining educational background, employment history, and other relevant information. Academic transcripts for education substitutions ONLY. Completion of the online AO-78, Federal Judicial Branch Application for Employment. Completion of the online testing modules.
Once you have the cover letter, rsum, and academic transcripts (if required) (items 1, 2, and 3 above) readily accessible in PDF format, follow the link below to submit your files and complete the online AO-78 and online tests (items 4 and 5 above): https://www.ondemandassessment.com/link/index/JB-PI1E8M3LI?u=116354.
Applicants who require an exception to the online application may contact Human Resources to request an alternate method using the following email: hr@cafc.uscourts.gov. Applications submitted to this email address will not be reviewed.
Agency contact information
Human Resources
Phone
(000) 000-0000
Email
HR@cafc.uscourts.gov
Address
US Court of Appeals for the Federal Circuit
717 Madison Place, N.W.
Suite 410
Human Resources
Washington, DC 20439
US
Next steps
Applicants selected for an interview will be contacted.
Fair & Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
The Executive Assistant provides high-level administrative support to the Circuit Executive and Clerk of Court (Circuit Executive) and Chief Deputy Clerk and supports communications and administrative functions within the Office of the Circuit Executive. This position reports to the Chief of Staff to the Circuit Executive.
This job is open to
- The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
Duties
This position requires exceptional organizational skills, discretion in handling confidential and sensitive matters, and the ability to communicate effectively with judges, court staff, and the public.
Executive Support: Serve as primary administrative support to the Circuit Executive and Chief Deputy Clerk. Manage complex calendars, schedule meetings, and coordinate travel logistics for court executives, including arranging transportation and accommodations, and preparing necessary documentation such as authorizations, itineraries, and travel vouchers. Screen calls, visitors, and correspondence and determine priority matters requiring immediate attention. Coordinate and track projects, pending matters, and related deadlines within the Office of the Circuit Executive. Prepare agendas and materials for executive and management meetings. Compose, proofread, and edit correspondence, reports, and other documents on behalf of the Office of the Circuit Executive. Maintain organized filing systems for confidential and sensitive documents. Process confidential matters and maintain discretion regarding sensitive information. Track action items and follow-up requirements from meetings and initiatives. Coordinate logistics for meetings and provide support for court conferences and official events. Serve as liaison between senior leadership and court staff, working groups, committees, and external entities. Assist with special projects and research as assigned.
Communications Support: Assist the Office of the Circuit Executive with external and internal communications. Develop and maintain content for the court's public website and internal publications. Draft public notices, advisories, and administrative orders. Support media relations and public information requests. Create documentation, manuals, presentations, and other communications materials. Develop and maintain consistent document style and format for all court communications. Coordinate content reviews with subject matter experts and relevant staff. Implement communication strategies for both public engagement and internal information sharing. Prepare materials on behalf of the Circuit Executive for public speaking engagements and presentations.
Operational Support: Provide operational and administrative support to the Circuit Executive's duties to the Federal Circuit Judicial Council and administrative duties concerning inter-circuit assignments, actions under the Judicial Conduct and Disability Act, and other matters requiring coordination with the Administrative Office's Office of General Counsel. Assist the Circuit Executive in coordinating and preparing for meetings of court committees, the Judicial Conference of the United States, and national advisory groups. Prepare documents for review and approval by the Circuit Executive.
Administrative Operations: Coordinate, develop, and implement office administrative procedures to improve the efficiency and effectiveness of the Office of the Circuit Executive. Maintain office records and correspondence tracking systems, including Circuit Judicial Council records. Assist with budget planning and monitoring. Assist with review of financial reports and documentation. Provide administrative support for the management of the court's non-appropriated funds. Coordinate with other administrative units to ensure efficient operation, including requests for supplies and equipment. Participate in policy development and implementation activities.
General Responsibilities: Communicate clearly and effectively, both orally and in writing, to explain complex matters and concepts to individuals and groups with varying experience and backgrounds. Interact effectively with the public and staff, providing quality customer service and resolving difficulties efficiently while complying with regulations, rules, and procedures. Comply with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements. Demonstrate sound ethics and good judgement at all times. Display a careful and deliberate approach in handling confidential information in a variety of contexts.
Requirements
Conditions of Employment
Only those applicants selected for an interview will be contacted. For in-person interviews, candidates must travel at their own expense. The court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.
The position will report to downtown Washington, DC; however, limited telework may be available on an ad hoc basis and/or according to agency policy. Employees of the United States Court of Appeals for the Federal Circuit are excepted service, at-will appointments. Federal government civil service classifications or regulations do not apply. All offers of employment are provisional pending successful completion of a background check or investigation and a favorable employment suitability determination. Initial and continued appointment in this position is conditioned on a favorable moderate risk, five-year background investigation (renewed every five years). An unfavorable investigation at any point during employment may lead to removal. This position is subject to Electronic Funds Transfer (EFT) for payroll deposit.
Must be a U.S. citizen or eligible to work in the United States. Non-citizens may be interviewed and considered for employment, but employment offers will only be made to individuals who qualify under one of the exceptions in 8 U.S.C. 1324b(a)(3)(B). Under 8 U.S.C.1324b(a)(3)(B), a lawful permanent resident seeking citizenship may not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen), at which point he or she must apply for citizenship within six months of becoming eligible, and must complete the process within two years of applying (unless there is a delay caused by the processors of the application). Non-citizens who have not been permanent residents for five years will be required to execute an affidavit that they intend to apply for citizenship when they become eligible to do so.
Qualifications
Required Qualifications
Education
At a minimum, candidates must possess a high school diploma or equivalent.
Specialized Experience
CL 26 ($61,603 - $100,097): Candidates must possess at least five (5) years of progressively responsible administrative experience that provided the opportunity to acquire knowledge of the basic concepts, principles, policies and practices of providing high-level administrative and organizational support to executive staff. At least two (2) of the five years of experience must be in a supporting role to a senior executive or manager in either the public or private sector. One year of specialized experience may be substituted by a bachelor's degree from an accredited college or university and superior academic achievement as listed below.
CL 27 ($67,660 - $110,012): Candidates must possess at least six (6) years of progressively responsible administrative experience that provided the opportunity to acquire the knowledge of the basic concepts, principles, policies, and practices of providing high-level administrative and organizational support to executive staff. At least two (2) of the six years of experience must be in a supporting role to a senior executive or manager in either the public or private sector. One year of specialized experience may be substituted by a bachelor's degree from an accredited college or university and superior academic achievement as listed below.
Superior Academic Achievement
- An overall "B" grade point average equaling 2.90 or better of a possible 4.0; AND/OR
- Standing in the upper third of the class; AND/OR
- "3.5" average or better in the major field of study such as business administration, public administration, communications, or a related field that would prepare a candidate well to perform in this position; AND/OR
- Election to membership in Phi Beta Kappa, Sigma XI, or one of the National Honorary Scholastic Societies meeting the minimum requirements of the Association of College Honor Societies, other than Freshman Honor Societies.
- Completion of one academic year (18 semester or 27 quarter hours) of graduate study at an accredited college or university in a degree program in business administration, public relations, communications, or a related field.
Required Competencies
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication abilities.
- Ability to manage multiple competing priorities and meet deadlines.
- Demonstrated discretion in handling confidential and sensitive information.
- Strong interpersonal skills and professional demeanor.
- Knowledge of proper grammar, spelling, and punctuation.
- Ability to work independently and exercise sound judgment.
- Knowledge of and proficiency using SharePoint Online, Microsoft Office 365, and Adobe Acrobat.
Preferred Qualifications
- Advanced degree in public administration, communications, or related field.
- Prior experience in a federal court environment.
- Prior experience in the legal or judicial environment.
- Knowledge of federal judiciary policies and procedures.
- Experience in public relations or media communications.
- Proficiency in document and presentation formatting and experience in graphic design.
- Familiarity with content management systems and digital communications tools.
- Experience supporting senior executives or judicial officers.
Education
Candidates must possess a high school diploma or equivalent.
Additional information
Only those applicants selected for an interview will be contacted and must travel at their own expense.
Reimbursement for relocation is not available.
- Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
The candidate selected for this position will be eligible for a generous federal employee benefits package which includes:- Paid vacation and sick leave, paid parental leave, and 11 paid federal holidays per year.
- Optional participation in Federal Employees Health Benefits plans (health, dental and vision); Federal Employees Group Life Insurance; Flexible Benefits Program.
- Public transportation subsidy, on-site fitness center, Employee Assistance Program (EAP).
- Participation in the Federal Employees Retirement System (FERS). Optional participation in Thrift Savings Plan (up to 5% employer matched contributions).
- Public Service Loan Forgiveness program pursuant to the term of the (PSLF) program.
- For more benefit information visit the Judiciary's Benefits Page.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Applicants will be evaluated based upon review of their qualifications and the application package.
- Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
The candidate selected for this position will be eligible for a generous federal employee benefits package which includes:- Paid vacation and sick leave, paid parental leave, and 11 paid federal holidays per year.
- Optional participation in Federal Employees Health Benefits plans (health, dental and vision); Federal Employees Group Life Insurance; Flexible Benefits Program.
- Public transportation subsidy, on-site fitness center, Employee Assistance Program (EAP).
- Participation in the Federal Employees Retirement System (FERS). Optional participation in Thrift Savings Plan (up to 5% employer matched contributions).
- Public Service Loan Forgiveness program pursuant to the term of the (PSLF) program.
- For more benefit information visit the Judiciary's Benefits Page.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered. - Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
1.) Cover Letter
2.) Rsum
3.) Academic Transcripts (if required)
4.) Completion of the provided online application (AO 78)
5.) Completion of online testing modules
See instructions for "How to Apply."
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating. - How to Apply
To be considered application packages must include: - Cover letter of no more than two pages, wherein the applicant describes the knowledge, skills, abilities, and/or experience that would make them well qualified to fill this position.
- Rsum outlining educational background, employment history, and other relevant information.
- Academic transcripts for education substitutions ONLY.
- Completion of the online AO-78, Federal Judicial Branch Application for Employment.
- Completion of the online testing modules.
- Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.- Criminal history inquiries
- Equal Employment Opportunity (EEO) Policy
- Financial suitability
- New employee probationary period
- Privacy Act
- Reasonable accommodation policy
- Selective Service
- Signature and false statements
- Social security number request
Once you have the cover letter, rsum, and academic transcripts (if required) (items 1, 2, and 3 above) readily accessible in PDF format, follow the link below to submit your files and complete the online AO-78 and online tests (items 4 and 5 above): https://www.ondemandassessment.com/link/index/JB-PI1E8M3LI?u=116354.
Applicants who require an exception to the online application may contact Human Resources to request an alternate method using the following email: hr@cafc.uscourts.gov. Applications submitted to this email address will not be reviewed.
Agency contact information
Human Resources
Phone
(000) 000-0000
HR@cafc.uscourts.gov
Address
US Court of Appeals for the Federal Circuit
717 Madison Place, N.W.
Suite 410
Human Resources
Washington, DC 20439
US
Next steps
Applicants selected for an interview will be contacted.
Required Documents
1.) Cover Letter
2.) Rsum
3.) Academic Transcripts (if required)
4.) Completion of the provided online application (AO 78)
5.) Completion of online testing modules
See instructions for "How to Apply."
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
To be considered application packages must include:
Once you have the cover letter, rsum, and academic transcripts (if required) (items 1, 2, and 3 above) readily accessible in PDF format, follow the link below to submit your files and complete the online AO-78 and online tests (items 4 and 5 above): https://www.ondemandassessment.com/link/index/JB-PI1E8M3LI?u=116354.
Applicants who require an exception to the online application may contact Human Resources to request an alternate method using the following email: hr@cafc.uscourts.gov. Applications submitted to this email address will not be reviewed.
Agency contact information
Human Resources
Phone
(000) 000-0000
HR@cafc.uscourts.gov
Address
US Court of Appeals for the Federal Circuit
717 Madison Place, N.W.
Suite 410
Human Resources
Washington, DC 20439
US
Next steps
Applicants selected for an interview will be contacted.
Fair & Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Criminal history inquiries
- Equal Employment Opportunity (EEO) Policy
- Financial suitability
- New employee probationary period
- Privacy Act
- Reasonable accommodation policy
- Selective Service
- Signature and false statements
- Social security number request