Title: Executive Administrative Coordinator #00507

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $55,000 - $59,000

Pay Band: 4

Agency: Dept of Emergency Management

Location: VDEM Headquarters

Agency Website: www.vaemergency.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Emergency Management is currently seeking a qualified candidate to become our Executive Administrative Coordinator!

*This position is eligible for one day of telework per week. Due to the public-facing nature of the role, regular onsite presence is required.*

Job Duties include, but are not limited to:

- Provide high-level executive support to the Bureau Chief, including managing a complex calendar, preparing confidential correspondence, and coordinating detailed travel arrangements.
- Serve as a communication bridge between the Office and internal bureaus, ensuring smooth collaboration and maintaining trust with senior leadership.
- Maintain and update Microsoft Teams Action Tracker, Bureau calendar, and Operations SharePoint sites daily.
- Process purchase requests, travel authorizations, reimbursements, and procurement tasks in compliance with state policies.
- Support special projects, including organizing finance codes, managing branded items inventory, and updating document libraries.
- Act as the Bureau’s lead administrative contact, providing guidance to regional administrative staff and cross-training across bureaus for coverage.
- Coordinate with Finance, Procurement, and other divisions to ensure timely reconciliation of purchase cards, ordering supplies, and submitting travel expenses.
- Perform additional duties as assigned in a professional and customer-focused manner.

Minimum Qualifications

- Considerable knowledge of 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.
- 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.
- Forward looking 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.
- Must be able to work under pressure at times to handle a wide variety of activities and
confidential matters with discretion.

Additional Considerations

- Project management experience a plus.

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.

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. 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. This is a restricted position due to the funding source.

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.

VDEM does not provide sponsorship to prospective or current employees. Applicants applying for a position with our agency must be legally authorized to work in the United States at the time of employment.

The Virginia Department of Emergency Management is an Equal Opportunity Employer.

Contact Information

Name: Human Resources

Phone: (804) 366-7942

Email: Recruitment@vdem.virginia.gov

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. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.