Executive Secretary

Commonwealth of VA Careers; Richmond (VA); On-site; USD 45,000 - 65,000; Full time

Job summary

Commonwealth of VA Careers in Richmond, Virginia, seeks an Executive Secretary in the Department of State Police to independently manage the Division's administrative workflow and provide executive-level support to the Division Commander. The role includes coordinating assignments and meetings, maintaining confidential records, supporting MVIP and FSOIU programs, and ensuring accurate records management.

A high school diploma and strong organizational and communication skills are essential, with

Qualifications

• High school diploma or equivalent.
• Strong organizational and communication skills.
• Experience supporting executive-level management in a fast-paced environment.
• Ability to maintain confidentiality and manage records accurately.

Responsibilities

• Coordinate, prioritize, and manage the Division's administrative workflow.
• Provide executive-level administrative support to the Division Commander.
• Coordinate assignments, deadlines, responses, meetings, and other admin functions.
• Serve as confidential secretary to the Division Commander.
• Support MVIP and FSOIU administrative activities, records management, and coordination.

Skills

Data entry

Keyboarding

Microsoft Office

Adobe Acrobat

Notary Public

Customer service

Oral and written communication

Education

High school diploma

Tools

Microsoft Office Suite

MS Forms

Records management systems

Job description

Title: Executive Secretary DSP01733

State Role Title:Admin and Office Spec III

Hiring Range: $45,000 to $65,000 Final compensation is based on Virginia's 13 Pay Factors, internal alignment, and relevant experience. Top-range placement is not guaranteed.

Pay Band: 3

Agency: Department of State Police

Location:Richmond, Virginia

Agency Website:vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

About the Position:

The Virginia State Police (VSP) is seeking to hire an Executive Secretary in our Special Compliance Enforcement Division, located in Richmond, Virginia. The job duties for this position include but are not limited to:

• Responsible for independently coordinating, prioritizing, and managing the Division's administrative workflow to ensure the efficient execution of daily operations.
• Providing executive-level administrative support to the Division Commander by coordinating assignments, deadlines, responses, meetings, and other administrative functions.
• Providing advice and assistance regarding the implementation of the Division Commander's directives.
• Serving as the confidential secretary to the Division Commander.
• Providing administrative support for the Motor Vehicle Inspection Program (MVIP) and the Firearms and Sex Offender Investigative Unit (FSOIU), ensuring the effective coordination of administrative activities, communications, records management, and operational support for these program areas.

About the Agency:

At the Virginia State Police, we are more than just a law enforcement organization — we’re a united team of problem‑solvers, protectors, and public servants shaping the future of the Commonwealth. Every role here strengthens our mission to preserve life, protect the vulnerable, and enhance safety while upholding civil liberties throughout Virginia.

When you join VSP, your skills create real impact across every community we serve. Our culture is built on being selfless, engaged, and aware, and we succeed through timely, purposeful action; clear communication; personal accountability; and continuous improvement — together.

We prioritize the readiness and well‑being of all our people, entrusting decision‑making to those closest to the challenge and supporting one another with kind, direct feedback that helps us grow. At VSP, you will find meaningful work, real opportunities for advancement, and a supportive culture grounded in service, purpose, and the belief that we are One Mission. One Team. One VSP.

If you’re ready to make a difference and be part of something larger than yourself, your next career starts here.

Minimum Qualifications

Knowledge

• Knowledge of general office administration principles and procedures.
• Knowledge of electronic filing systems and records management practices.
• Knowledge of proper grammar, spelling, punctuation, and business correspondence.
• Knowledge of the operation of automated office equipment.

Skills

• Skill in data entry.
• Skill in keyboarding.
• Skill is the use of Microsoft Office applications (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

Abilities

• Demonstrated ability to serve as the Division Office Manager by coordinating and prioritizing office workflow, scheduling assignments, meetings, deadlines, and responses.
• Demonstrated ability to manage the Division's electronic filing and records systems and serving as the Division Record Clerk.
• Demonstrated ability to provide administrative assistance and support to Division and Area staff.
• Demonstrated ability to prepare routine and confidential correspondence, reports, memoranda, and mandated statistical reports.
• Demonstrated ability to communicate effectively, both orally and in writing.
• Demonstrated ability to establish priorities, exercising sound judgment, and making independent decisions.
• Demonstrated ability to interpret and follow written policies, procedures, and guidelines.
• Demonstrated ability to maintain confidentiality.
• Demonstrated ability to establish effective working relationships with Department personnel, executives, and the public.
• Demonstrated ability to work independently and collaboratively as a member of a team.
• Considerable administrative, executive secretarial, or office management experience supporting executive-level management or multiple professionals in a fast‑paced environment.
• Must possess 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.

Additional Considerations

N/A

It is the policy of the Department of State Police (the Department) that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. This policy shall be adhered to in all aspects of Departmental employment practices. It does not permit the lowering of bona fide job requirements, performance criteria, or qualifications to give preference to any state employee or applicant for state employment based on the above prohibitions.

REASONABLE ACCOMMODATIONS ARE AVAILABLE UPON REQUEST