Title: Executive Assistant to Chief Deputy Attorney General and Chief of Staff

State Role Title: Executive Assistant

Hiring Range: Commensurate with Experience, Up To $85,000

Pay Band: UG

Agency: Attorney General & Dept of Law

Location: Office of the Attorney General

Agency Website: https://www.oag.state.va.us/

Recruitment Type: General Public - G

Job Duties

Under the direction of Chief Deputy Attorney General (CDAG), the Executive Assistant provides executive level administrative support through various duties and responsibilities. This critical role requires excellent communication skills, attention to detail, and the ability to handle sensitive and confidential information. The Executive Secretary will play a key role in ensuring the efficient operation of the Chief Deputy Attorney General's office, enabling them to fulfill their responsibilities effectively.

Work Tasks and Duties:
• Administrative Support: Provide comprehensive administrative support to the Chief Deputy Attorney General, including managing calendars, scheduling appointments, coordinating meetings, and making travel arrangements.
• Communication Management: Handle various incoming and outgoing communications on behalf of the Chief Deputy Attorney General, including emails, phone calls, and written correspondence. Draft and prepare official documents, letters, reports, and other materials as required.
• Records Management: Maintain accurate and organized records, files, and databases, ensuring the confidentiality and security of sensitive information. Retrieve and compile data as needed and assist with the preparation of presentations and reports.
• Meeting Coordination: Arrange and coordinate internal and external meetings, conferences, and events, including logistics, agendas, materials, and follow-up actions. Attend meetings and take accurate minutes when required.
• Liaison Function: Serve as a primary point of contact and liaison between the CDAG and internal/external stakeholders, including staff, government officials, law enforcement agencies, and the general public. Handle inquiries and requests promptly and professionally.
• Research and Analysis: Conduct research, collect data, and provide analysis on various issues and topics as assigned by the CGAG. Prepare summaries, briefing notes, and presentations for decision-making purposes.
• Office Management: Oversee the smooth operation of the CDAG’s office, ensuring adequate supplies, equipment, and resources are available. Coordinate with IT support and other relevant departments as needed.
• Confidentiality and Ethics: Maintain a high level of confidentiality, integrity, and professionalism in handling sensitive and privileged information. Adhere to ethical standards and regulations governing the Attorney General's office.
• Performs other related duties as required.

Minimum Qualifications

• Proven experience in providing executive-level administrative support, preferably in a legal or government setting. Familiarity with legal terminology and processes is highly desirable.
• Strong organizational skills with the ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, including the ability to compose professional correspondence, take accurate meeting minutes, and interact professionally with a diverse range of individuals.
•Meticulous attention to detail and high accuracy in all aspects of work, including record-keeping, data entry, and document preparation.
•Demonstrated ability to handle confidential and sensitive information with the utmost discretion and maintain strict confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Experience with document management systems and database management is a plus.
• Strong interpersonal skills and the ability to work effectively as part of a team, as well as independently. Professionalism, tact, and diplomacy are essential in dealing with individuals at all levels.
• Flexibility to adapt to changing priorities and work effectively under pressure, while maintaining a positive attitude and a commitment to providing exceptional service.
• Must be a notary public in the Commonwealth of Virginia or obtain within first 60 days of employment.

Additional Considerations

Any combination of education and experience equivalent to a bachelor's degree in a relevant field.

Special Instructions

Kindly utilize the Virginia Jobs website (https://www.jobs.virginia.gov) to submit your application. Applications sent to the Recruitment email address will not be reviewed for the hiring process. We do not entertain phone calls or emails inquiring about application status; instead, please login to the PageUp/RMS system for updates on your application's status.

Contact Information

Name: OAG Recruitment

Phone: 804-786-2071

Email: recruitment@oag.state.va.us

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.