Executive Secretary

Virginia Information Technologies Agency • Richmond, VA

6d • $45,000 - $65,000 • Onsite

About The Position

The Virginia State Police is seeking an Executive Secretary for its Special Compliance Enforcement Division in Richmond, Virginia. The position independently coordinates, prioritizes, and manages the Division’s administrative workflow to support efficient daily operations. It provides executive-level administrative support to the Division Commander, including coordinating assignments, deadlines, responses, meetings, and other administrative functions; advising and assisting with implementation of the Commander’s directives; and serving as the Commander’s confidential secretary. The role also supports the Motor Vehicle Inspection Program and the Firearms and Sex Offender Investigative Unit through coordination of administrative activities, communications, records management, and operational support.

The position requires general office administration and records-management knowledge, proficiency with office software and equipment, and the ability to manage workflows, records, correspondence, reports, and confidential information. The successful candidate will work independently and collaboratively, communicate effectively, exercise sound judgment, and maintain effective working relationships with Department personnel, executives, and the public. A high school diploma or equivalent and qualification to serve as a Notary Public are required, along with considerable administrative, executive secretarial, or office management experience supporting executive-level management or multiple professionals in a fast-paced environment.

Requirements

• Knowledge of general office administration principles and procedures.
• Knowledge of electronic filing systems and records management practices.
• Knowledge of grammar, spelling, punctuation, and business correspondence.
• Knowledge of automated office equipment operation.
• Skill in data entry and keyboarding.
• Skill using Microsoft Office applications, including Outlook, Teams, Word, Excel, PowerPoint, MS Forms, and other Microsoft Office products.
• Skill in Adobe Acrobat.
• Skill in procurement systems and inventory management systems.
• Skill in preparing statistical reports.
• Ability to coordinate and prioritize office workflow, scheduling, assignments, meetings, deadlines, and responses.
• Ability to manage electronic filing and records systems.
• Ability to provide administrative support to Division and Area staff.
• Ability to prepare routine and confidential correspondence, reports, memoranda, and mandated statistical reports.
• Ability to communicate effectively orally and in writing.
• Ability to establish priorities, exercise sound judgment, and make independent decisions.
• Ability to interpret and follow written policies, procedures, and guidelines.
• Ability to maintain confidentiality.
• Ability to establish effective working relationships with Department personnel, executives, and the public.
• Ability to work independently and collaboratively as a team member.
• Considerable administrative, executive secretarial, or office management experience supporting executive-level management or multiple professionals in a fast-paced environment.
• Strong organizational, communication, and customer service skills, with the ability to exercise sound judgment, maintain confidentiality, prioritize multiple assignments, and work independently with minimal supervision.
• Must be qualified to serve as a Notary Public.
• Graduation from high school or equivalent.

Responsibilities

• Independently coordinate, prioritize, and manage the Division’s administrative workflow to support efficient daily operations.
• Provide executive-level administrative support to the Division Commander by coordinating assignments, deadlines, responses, meetings, and other administrative functions.
• Advise and assist with implementation of the Division Commander’s directives.
• Serve as the confidential secretary to the Division Commander.
• Provide administrative support to the Motor Vehicle Inspection Program and the Firearms and Sex Offender Investigative Unit, including coordinating administrative activities, communications, records management, and operational support.
• Coordinate office workflow, scheduling, assignments, meetings, deadlines, and responses.
• Manage the Division’s electronic filing and records systems and serve as the Division Record Clerk.
• Provide administrative assistance and support to Division and Area staff.
• Prepare routine and confidential correspondence, reports, memoranda, and mandated statistical reports.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED