Executive Assistant

$56,845 – 92,403 (CL 26)

San Francisco, California

Are you interested in a position that supports the federal judiciary’s mission of ensuring equal justice under the law? Come join our talented and diverse team at the Office of the Circuit Executive!

About the Office

The Office of the Circuit Executive (OCE) serves the Ninth Judicial Circuit of United States. It is the largest federal circuit in the country, comprising nine western states and two territories. The Office serves the Court of Appeals as well as the District Courts, Bankruptcy Courts, Probation and Pretrial Offices, and Federal Public Defenders.

The OCE was created by statute to provide professional administrative staffing to circuit councils, which are composed primarily of judges engaged full-time in deciding cases. The OCE provides administrative support to the Judicial Council of the Ninth Circuit and its various committees. It also provides direct services to all the judicial court units in the Circuit. All OCE responsibilities flow from directives of the Judicial Council or the Chief Judge of the Ninth Circuit. The OCE is organized around the Council’s core functions.

The OCE is committed to providing professional support to the Judicial Council and courts of the Ninth Circuit and ensuring the highest level of public trust in the administration of justice. This support includes identifying needs, conducting studies, proactively developing and implementing innovative policies, providing training, public information and human resources support, coordinating building and IT projects, and advising the Council on procedural and ethical matters.

We aspire to create an environment of mutual respect and collaboration, and to cultivate a culture of acceptance and connectedness that honors the diverse backgrounds of the people who live in the Ninth Circuit.

About the Role

The Executive Assistant performs administrative support services for the Circuit Executive and Deputy Circuit Executive. The incumbent ensures the efficient management of events, meetings, correspondence, reports, and resources and analyzes problems and develops solutions. The incumbent standardizes office procedures and provides guidance to other unit support staff to ensure administrative consistency.

The primary focus of the job is to perform a variety of administrative and technical activities, ensuring strict accuracy and adherence to applicable policies, regulations, and protocols. Incumbent’s work enhances the circuit executive’s and deputy’s ability to work effectively and impacts the entire office and the Circuit. The work encompasses developing administrative guidelines which facilitate the effective management of the office. The Executive Assistant contributes to the mission of the office by providing quality service in a professional, courteous, and efficient manner.

Representative duties include:

  • Serves as the confidential assistant to the Circuit Executive and Deputy Circuit Executive.
  • Maintain calendar and schedules for the circuit executive and deputy. Prepare executive correspondence, legal documents, and other materials, from dictation, rough copy, or own notes, for review and signature. Edit materials prepared by others for the circuit executive’s or deputy’s signature for accuracy, proper grammar, and spelling. Sign routine correspondence, as authorized.
  • Strategic inbox management and organization.
  • Coordinate meetings, including activities such as site planning, logistics, printing, security, refreshments, etc., as applicable. Assist in the preparation of agendas; act as secretary for meetings, preparing materials, taking and distributing minutes of proceedings.
  • Disseminate communications to appropriate managers, executives, and peers and follow up on action items to ensure a comprehensive and coordinated response.
  • Serve as liaison to judges and their staff, other court units in the Ninth Circuit, as well as the Administrative Office of the U.S. Courts and the Federal Judicial Center, on behalf of the circuit executive and deputy, as appropriate.
  • Arrange travel and prepare travel vouchers for the circuit executive and deputy in accordance with policies and regulations. Audit and review travel vouchers.
  • Develop standard office administrative procedures and provide guidance to other administrative support staff within the office regarding the performance of their duties to ensure administrative consistency.
  • Receive, screen, and route mail and all incoming materials to appropriate persons or offices. Maintain correspondence control records and electronic files and follow-up on correspondence delegated for completion by senior staff.
  • Perform other job-related duties, as assigned.

Qualifications

Required

  • An Associates or Bachelor’s degree with 5+ years of experience reporting to an executive in a legal setting.
  • Knowledge of administrative practices, methods, and techniques in a legal environment.
  • Adept at managing an executive office in a professional atmosphere.
  • Superior proofreading documents for spelling, grammar, punctuation, style, abbreviations, and correct legal citation formats.
  • Administrative organizational skills such as hard and electronic file maintenance, record-keeping, reporting, and preparation of presentation materials.
  • Solving administrative problems and recommending alternatives and solutions.
  • Skill in assisting with planning, organizing, and handling logistical arrangements for meetings, conferences, and events.
  • Advanced application knowledge of the Microsoft Office suite and Zoom.
  • Excellent skills in interpersonal communications, including the ability to use tact and diplomacy in dealing effectively with all levels of managers, staff, judges, and internal and external customers.
  • Skill in project management, organizing information, managing time and multiple work assignments effectively, including prioritizing and meeting tight deadlines.
  • Ability to identify and analyze problems, develop viable solutions, advocate when necessary, and follow through to completion. Ability to maintain strict confidentiality.
  • Knowledge of legal documents and terminology.

Preferred

  • Paralegal experience preferred.
  • A strong preference will be given to the candidate who can leverage technology to work efficiently and effectively.
  • Knowledge of SharePoint desired.
  • Knowledge of federal court operations, policies, procedures, and protocols, including the office’s policies and guidelines related to financial transactions, travel authorization, procurement and property management, and/or space and facilities management.

Position Details

Location: Position is based in the architectural landmark courthouse at Mission and 7th Street in San Francisco, where court staff is headquartered. Occasional travel within the Ninth Circuit may be required.

Reports to: Circuit Executive and Deputy Circuit Executive.

Collaborates with: Judges, court executives, managers, and staff.

Rewards & Perks

Salary: $56,845 – $92,403 (CL 26), depending on qualifications and experience.

Time off: 10 paid holidays, 13 vacation days, and 13 sick leave days per year. After three years, vacation days accrue at a higher rate.

Benefits:

  • Federal pension plan and optional employer-matching Thrift Savings Plan (like a 401K).
  • Choice of a variety of employer-subsidized federal health and life insurance plans. Optional dental, vision, and long-term care coverage.
  • Flexible spending account to pay out-of-pocket health and dependent care expenses with tax-free dollars.
  • Other Perks: Telework opportunities; public transit subsidy; alternate work schedules; reasonable work hours; on-site gym and café.

How to Apply

Please submit a single PDF through the Career Portal that includes: 1) a cover letter directly addressing this position, and specifically discussing your use of Sharepoint or Office 365 and 2) an up-to-date resume. Only applications with a cover letter and resume will be considered.

Next Steps

Priority given to applications received by April 13, 2021

• Video conference interviews available

• Position open until filled.

Conditions of Employment

Must be a U.S. citizen or permanent resident in the process of applying for citizenship. Successful applicants are provisionally hired pending results of background investigation and fingerprinting. Positions with the U.S. Courts are at-will, excepted service appointments, and may be terminated with or without cause by the Court. Employees are required to adhere to the Code of Conduct for Judicial Employees. Direct deposit of pay required.

The Court reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, for any reason including, but not limited to, budgetary issues. Said modifications may occur without prior written or other notice.

Equal Focused Employer

We value diversity and are committed to equity and inclusion in our workplace. The OCE encourages applications from all qualified individuals and seeks a diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and expression, sexual orientation, age, languages spoken, veteran’s status, disability, religion, and socio-economic circumstance.