Executive Administrative Coordinator #00508

Title: Executive Administrative Coordinator #00508

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $55,000 - $59,000

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 Administrative Coordinator! The Administrative Coordinator must be creative and enjoy working within a busy environment that is mission 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 Administrative Coordinator provides administrative and confidential administrative support to the Preparedness Bureau. This individual will help the Chief of Preparedness and their divisions manage resources and information and assist with scheduling and planning meetings and project activities.

Duties include but are not limited to: 
- Clerical, administrative and project-based.
- Scheduling travel and 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.

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 executive-level 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, Adobe.
- 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.
- Proactive and strategic thinker, who actively seeks opportunities and proposes solutions.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks
seamlessly with excellent attention to detail.
- Demonstrated ability to perform effectively under pressure, managing multiple tasks and sensitive information with professionalism, discretion, and sound judgment.

Additional Considerations

- Knowledge and completion of Procurement, eVA User Training and NIMS Compliance.
- Possess a certification in Procurement or Financial Management.

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.

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.

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 applica