Administrative Staff Assistant: Central Administration #00006

DHRM•Richmond, VA

2d•Onsite

About The Position

This position serves as the Administrative Assistant to the Chief Deputy Director of the Virginia Department of Corrections, delivering high-level, independent executive administrative support. This role is often the first point of contact for staff and stakeholders across the agency and sets the tone for a welcoming, responsive experience with the Chief Deputy Director's office. As a key liaison for the Chief Deputy Director, this position exercises exceptional judgment, discretion, and confidentiality in managing executive priorities, communications, schedules, and operations. Provides comprehensive executive support with an understanding of organizational priorities and the appropriate handling of sensitive, confidential information. Independently manages and coordinates the Chief Deputy Director’s calendar, appointments, meetings, correspondence, inquiries, and other executive activities to ensure matters are organized and addressed promptly. Oversees the preparation, review, processing, distribution, scanning, and retention of executive correspondence, reports, briefing materials, and official documents. Ensures all correspondence, executive reports and submissions are accurately prepared and submitted within established deadlines. Serves as the primary point of contact for internal and external stakeholders seeking information or assistance from the Chief Deputy Director, demonstrating sound judgment in determining responses, routing inquiries, coordinating follow-up, and building strong, trust-based communication with agency leadership, staff, and external partners. Supports the Chief Deputy Director in coordinating executive meetings, initiatives, and agency activities by gathering and organizing information, tracking action items and deadlines, preparing materials, and ensuring timely communication among responsible parties. Maintains awareness of competing priorities and proactively identifies administrative needs to support the effective execution of executive responsibilities.

Requirements

High school diploma or equivalent.
Experience providing office management, customer service, and executive level support in a professional office setting.
Experience appropriately handling confidential information.
Experience conducting research to complete special projects.
Demonstrated ability to compose professional correspondence (including memorandums and letters) and reports.
Demonstrated experience and skill using computers and related software to include Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
Working knowledge of eVA and purchasing protocols.
Ability to communicate effectively both orally and in writing and to follow oral and written instructions.
Ability to work productively and effectively with employees and external stakeholders.
Ability to work independently while prioritizing work assignments.
Experience providing high-level, independent administrative support to senior executive leadership, including managing schedules, correspondence, meetings, reports, and competing priorities.
Ability to exercise sound judgment, initiative, and discretion in handling sensitive, confidential, and high-impact matters and determining appropriate action or escalation.
Skilled in communicating clearly, professionally, and diplomatically with executive leadership, employees, governmental officials, stakeholders, and the public, while maintaining effective working relationships.
Experience organizing complex schedules, assignments, deadlines, meetings, and information; establish priorities; manage multiple demands; and ensure timely completion of critical activities.
Skilled in preparing, reviewing, organizing, and maintaining executive correspondence, reports, records, and other information while ensuring accuracy, confidentiality, and appropriate document control.
Ability to anticipate needs, independently identify and address administrative issues, track action items and commitments, and ensure appropriate follow-up and completion.
Ability to maintain composure, professionalism, accuracy, and accountability in a fast-paced executive environment characterized by changing priorities, urgent requests, interruptions, and high-visibility matters.

Nice To Haves

Experience working in public safety environment.
Familiarity with interpreting state policy, procedure, and operating protocols.
Knowledge of agency structure, operations, programs, and priorities sufficient to anticipate executive needs, coordinate activities, and effectively support agency-wide initiatives.

Responsibilities

Independently manages and coordinates the Chief Deputy Director’s calendar, appointments, meetings, correspondence, inquiries, and other executive activities to ensure matters are organized and addressed promptly.
Oversees the preparation, review, processing, distribution, scanning, and retention of executive correspondence, reports, briefing materials, and official documents.
Ensures all correspondence, executive reports and submissions are accurately prepared and submitted within established deadlines.
Serves as the primary point of contact for internal and external stakeholders seeking information or assistance from the Chief Deputy Director, demonstrating sound judgment in determining responses, routing inquiries, coordinating follow-up, and building strong, trust-based communication with agency leadership, staff, and external partners.
Supports the Chief Deputy Director in coordinating executive meetings, initiatives, and agency activities by gathering and organizing information, tracking action items and deadlines, preparing materials, and ensuring timely communication among responsible parties.
Maintains awareness of competing priorities and proactively identifies administrative needs to support the effective execution of executive responsibilities.

Benefits

Background Investigation Requirements: All applicants are subject to a background investigation. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks based on the position.
Drug Testing Requirements: Applicants applying to a designated safety sensitive position are subject to a pre-employment drug screen.
Layoff Preferences: Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of VA employees only) MUST attach these forms when submitting their state application and/or résumé.
VADOC is an EEO employer and is committed to supporting workforce diversity, equitable opportunities and inclusivity.
Reasonable accommodations are available upon request.
VADOC values our Veterans and encourages all to apply and receive preference in the hiring process.
AmeriCorps, Peace Corps, and other nation service alumni are also encouraged to apply.
Virginia Values Veterans (V3) Program - Virginia Department of Veterans Services.
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.