Executive Operations Coordinator #00509

Title: Executive Operations Coordinator #00509

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $60,000 - $65,000

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 Operations Coordinator!

The Executive Operations Coordinator must be creative and enjoy working within a busy, environment that is mission-driven and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Operations Coordinator provides administrative and confidential support to the Chief Administrative Officer (CAO) and Chief Financial Officer (CFO).

This individual will help the CAO and CFO manage resources and information and assist with scheduling and planning meetings and project activities. Duties may be clerical, administrative and project-based and include scheduling travel, auditing travel expense forms, arranging meetings and creation of presentations based upon these meetings, handling information requests, preparing reports and correspondence with the executive team. Familiarity with procuring goods and services through eVA to include creating purchase orders, ordering supplies, receive orders, reconciling purchase card statements, etc. This position is often privy to confidential information and as such, requires diplomacy and discretion.

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

All VDEM employees are designated as essential personnel and may be required to work during emergency situations, such as
inclement weather, and natural or man-made disasters/events as directed. This may require irregular work hours, work at locations other than the official duty station and may include duties other than those specified in the employee’s official EWP.

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.
- Ability to apply forward‑thinking and actively identify opportunities and propose solutions.

Additional Considerations

- Prefer post-secondary courses in office administration, business or equivalent training in a
related field.

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.

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. C