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 requires exceptional organizational skills, discretion in handling confidential and sensitive matters, and the ability to communicate effectively with judges, court staff, and the public.
Specialized Experience CL 25 ($55,940 - $69,923): Entry-level position. Candidates must possess at least one (1) year of specialized administrative or clerical experience that provided the opportunity to acquire knowledge of secretarial, administrative, or procedural practices in a professional office environment. Alternatively, candidates may qualify by completing a bachelor's degree from an accredited college or university and superior academic achievement as listed below. CL 26 ($61,603 - $77,001): Candidates must possess at least three (3) years of progressively responsible administrative experience that provided the opportunity to acquire knowledge of the basic concepts, principles, policies and practices of providing administrative and organizational support to executive staff AND a bachelor's degree from an accredited college or university. 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 Bachelor's degree in business administration, communications, public administration, or related field Prior experience in a court or judicial environment Experience supporting executives or administrators Knowledge of federal judiciary policies and procedures Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Experience with calendar management and meeting coordination software Strong organizational and administrative skills Ability to work independently with minimal supervision Experience handling confidential and sensitive information
This is an excellent entry-level opportunity for individuals beginning their careers in court administration, with structured advancement potential as skills and experience develop. The position offers comprehensive on-the-job training and mentorship to help new professionals grow within the federal judiciary system. This position reports to the Chief of Staff to the Circuit Executive. Executive Support and Coordination: Maintain complex calendars and schedules for the Circuit Executive and Chief Deputy Clerk. Coordinate travel arrangements, including transportation, accommodations, and preparation of travel documentation. Screen incoming calls, visitors, and correspondence to prioritize matters requiring immediate attention. Prepare agendas, compile meeting materials, and take minutes for executive and management meetings. Compose, proofread, and edit correspondence, reports, and other documents for executive review and signature. Support internal communications by drafting routine memoranda, policy announcements, staff notifications, and other administrative correspondence for review by the Circuit Executive or Chief Deputy Clerk. Track projects, deadlines, and action items within the Office of the Circuit Executive, providing regular status updates. Maintain organized filing systems for both physical and electronic documents. Assist with special projects and research assignments. Administrative Support: Provide administrative support for the Circuit Executive's statutory and other delegated duties from the Federal Circuit Judicial Council. Support administrative duties concerning intercircuit assignments and coordination of visiting judges. Assist with matters related to the Judicial Conduct and Disability Act, including correspondence and documentation. Help coordinate and prepare for meetings of court committees, the Judicial Conference of the United States, and national advisory groups. Prepare routine correspondence with the Administrative Office of the U.S. Courts (AO). Track, respond to, and follow up on AO inquiries in coordination with the Circuit Executive or as delegated. Assist with compilation of administrative reports and data collection for court-wide initiatives. Office Administrative Support: Answer routine telephone inquiries and respond to inquiries from the public, judges, staff, attorneys, and other court personnel. Draft routine internal communications, memoranda, and administrative announcements under supervision. Receive, screen, and distribute incoming correspondence. Maintain correspondence tracking systems and follow up on pending communications. Coordinate general office activities including equipment maintenance, supply ordering, and space management. Manage office inventory and coordinate with other administrative units for efficient operations. Support routine administrative procedures and assist in maintaining office efficiency. Assist with office budget monitoring and review of financial reports as directed. 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 judgment at all times. Display a careful and deliberate approach in handling confidential information in a variety of contexts.