Executive Operations Coordinator #00509
About The Position
The Virginia Department of Emergency Management is seeking a qualified candidate to become our Executive Operations Coordinator. This role requires creativity and the ability to thrive in a busy, mission-driven, and results-driven environment. The ideal individual will possess strong judgment, excellent written and verbal communication, administrative, and organizational skills, and the capacity to manage multiple priorities effectively. The Executive Operations Coordinator provides administrative and confidential support to the Chief Administrative Officer (CAO) and Chief Financial Officer (CFO), assisting them in managing resources and information, and supporting scheduling and planning for meetings and project activities. Duties are varied, encompassing clerical, administrative, and project-based tasks such as scheduling travel, auditing expense forms, arranging meetings, creating presentations, handling information requests, and preparing reports and correspondence for the executive team. Familiarity with procurement processes through eVA, including purchase orders, supply ordering, receiving orders, and reconciling purchase card statements, is necessary. Due to the confidential nature of the information handled, diplomacy and discretion are essential.
Requirements
- 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.
- Ability to apply forward-thinking and actively identify opportunities and propose solutions.
- Must be legally authorized to work in the United States at the time of employment.
Nice To Haves
- Prefer post-secondary courses in office administration, business or equivalent training in a related field.
Responsibilities
- Provide administrative and confidential support to the Chief Administrative Officer (CAO) and Chief Financial Officer (CFO).
- Assist the CAO and CFO in managing resources and information.
- Schedule and plan meetings and project activities.
- Perform clerical, administrative, and project-based duties.
- Schedule travel and audit travel expense forms.
- Arrange meetings and create presentations based on these meetings.
- Handle information requests.
- Prepare reports and correspondence for the executive team.
- Procure goods and services through eVA, including creating purchase orders, ordering supplies, receiving orders, and reconciling purchase card statements.
- Handle confidential information with diplomacy and discretion.
Benefits
- Two days of telework per week
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
