Executive Assistant (00057)

Title: Executive Assistant (00057)

State Role Title: Program Administration Specialist I

Hiring Range: Commensurate with experience

Pay Band: 4

Agency: Small Bus and Supp Diversity

Location: Dept of Small Bus/Supplier Div

Agency Website: www.sbsd.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Small Business and Supplier Diversity (SBSD) is seeking an Executive Assistant to manage the day-to-day operations of the Office of the Director and Deputy Director.

Responsibilities: The Executive Assistant will provide high-level administrative support for the Agency Director and immediate office team members. Duties include providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications; maintaining comprehensive and accurate records; travel and calendar management; preparing agendas for meetings. Duties also include providing a high level of customer service including use of a multi-line phone system, coordinating between the Director, immediate office team members and the direct reporting units, and other executive management staff across the agency network.

Minimum Qualifications

High School Diploma or equivalent; Proven experience in customer service and administrative support; Excellent oral and written communication skills; able to clearly communicate complex issues; Must be able to greet clients and customers and be able to respond to inquiries of a non-technical nature, verbally and/or in writing; Think, plan, well-organized, and perform strategically; Impeccable attention to details; Phone Etiquette, Discretion, Prioritization; Time management and ability to meet deadlines; Intermediate level proficiency with Excel, Word, PowerPoint, Outlook; Ability to learn; Able to travel to agency events when needed; Previous experience working within a fast paced call-center or office environment.

Additional Considerations

Five or more years of administrative support experience; previous executive assistant experience; Excellent computer skills (Excel, Word, PowerPoint proficient, database management system)

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.

THIS POSITION IS NOT ELIGIBLE FOR TELEWORK.

State employees who have been affected by Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) must submit the card BEFORE the closing date for this position. The card may be scanned and attached to the application or faxed to (804) 371-7401. Please include your name and the position number on the fax cover.

To be considered for this position you must complete a state application through the on-line employment system at https://jobs.agencies.virginia.gov by 11:55pm on February 7, 2025. Resumes may be attached but may not substitute for a state application.

EOE M/F/V AND INDIVIDUALS WITH A DISABILITY ARE ENCOURAGED TO APPLY

Contact Information

Name: Debbie Wyatt-Smith

Phone: 804-225-2007

Email: Debbie.Wyatt-Smith@dhrm.virginia.gov

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.