Job Duties
The Virginia Department of Emergency Management is currently seeking a qualified candidate to become our Executive Administrative Coordinator! The Administrative Coordinator must be creative and enjoy working within a busy environment that is mission and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Administrative Coordinator provides administrative and confidential administrative support to the Preparedness Bureau. This individual will help the Chief of Preparedness and their divisions manage resources and information and assist with scheduling and planning meetings and project activities.
Duties include but are not limited to:
- Clerical, administrative and project-based.
- Scheduling travel and auditing travel expense forms.
- Arranging meetings and creation of presentations based upon these meetings.
- Handling information requests, preparing reports and correspondence with the executive team.
- Familiarity with procuring goods and services through eVA to include creating purchase orders, ordering supplies, receive orders, reconciling purchase card statements, etc.
This position is often privy to confidential information and as such, requires diplomacy and discretion.
All VDEM employees are designated as essential personnel and may be required to work during emergency situations, such as inclement weather, and natural or man-made disasters/events as directed. This may require irregular work hours, work at locations other than the official duty station and may include duties other than those specified in the employee’s official EWP.
Minimum Qualifications
- Considerable knowledge of executive-level office practices, procedures, and office equipment.
- Strong interpersonal skills and the ability to build relationships with stakeholders,
including staff, and external partners.
- Proficiency in Windows, including MS Word, Excel, SharePoint, Teams, and PowerPoint, Adobe.
- Ability to work independently and with professional discretion.
- Excellent writing, editing, grammatical, organizational, and research skills.
- Excellent management, time-management, and problem-solving skills.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks
seamlessly with excellent attention to detail.
- Proven ability to handle confidential information with discretion, be adaptable to various
competing demands, and demonstrate the highest level of customer/client service and
response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-
paced environment.
- Proactive and strategic thinker, who actively seeks opportunities and proposes solutions.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks
seamlessly with excellent attention to detail.
- Demonstrated ability to perform effectively under pressure, managing multiple tasks and sensitive information with professionalism, discretion, and sound judgment.
Additional Considerations
- Knowledge and completion of Procurement, eVA User Training and NIMS Compliance.
- Possess a certification in Procurement or Financial Management.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position. Applications will only be accepted on-line through the State Job website. Applications must include all work history and references. The decision to interview an applicant is solely based on the information provided in the application materials. Therefore, it is essential to provide enough information to make this assessment.
Employment is contingent upon satisfactory results of a fingerprint-based criminal history background check, Division of Motor Vehicle check, employment reference check, and E-Verify. The selected candidate must complete a State of Personal Economic Interests as a condition of employment, if applicable (Va. Code 2.2-3114). Other financial, credit, driving, or degree verification checks prior to employment may be required for certain positions. This position is restricted due to funding sources.
A one-year probationary period is required of all newly hired and re-hired Commonwealth of Virginia employees.
The salary for this position is negotiable up to the maximum hiring range listed in this posting. Offers will not be made outside of the hiring range.
Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply.
The Virginia Department of Emergency Management is an Equal Opportunity Employer.
Contact Information
Name: Human Resources
Phone: (804) 366-7942
Email: ov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter.