Executive Administrative Assistant

Title: Executive Assistant

Position: 01043

Location:7450 Freight Way, Mechanicsville, VA 23116

Salary: $61,300- $79,500

Exemption Status: Non-Exempt

Our Mission

To strengthen the Commonwealth through public safety, education and revenue from the responsible regulation and sale of alcoholic beverages.

Our Vision

To bring good spirits and excellent service to Virginia.

Our Values

Accountability—Service—Integrity—Performance Excellence

Join a team of Virginia’s Top Shelf Talent!

The Virginia Alcoholic Beverage Control Authority is currently seeking internal applicants for an Executive Assistant. The Executive Assistant provides high-level administrative support to executives, including managing schedules, handling communication, organizing meetings, and assisting with special projects. This position ensures the smooth operation of the executive’s office, handling tasks with efficiency, professionalism, and discretion.

This role provides administrative and analytical support within the Executive Office, to include coordination of all executive team meetings; provision of information and assistance to the public, government officials (including the Cabinet Secretary), and other members of Authority management concerning administrative determinations that are the intricate responsibility of the Executive Office; managing confidential projects; and overall management of the Executive office functions. This recruitment is for internal applicants only.

Areas of Responsibility

• Preparation and distribution of Authority materials including correspondence, legislative items, reports, etc.
• Assist staff with Authority policies and procedures.
• Serves as the primary point of contact for internal and external stakeholders, screening and prioritizing correspondence, emails, and phone calls.
• Edits and proofreads documents with extreme accuracy.
• Takes accurate minutes during Board meetings and prepares final minutes document for review by the CEO and Board.
• Assists CEO and Board members with managing meetings by coordinating all logistics for authority-related meetings and events, and prepares Board meeting packets that include necessary information, documents, etc.
• Tracks calendar activity and schedule appointments, conferences, hearings, and other activities of the CEO and Board.
• Processes all travel reimbursements and assists in travel coordination at the request of the CEO and Board.
• Assists in maintaining accurate and updated files that contain internal and external correspondence, including letters, memos, e-mails, faxes, and ABC related news clippings/articles.
• Assists in ordering supplies for the executive leadership team on a monthly (or as needed) basis.
• Calls for maintenance of office equipment as needed.
• Pay all bills for the Board of Directors
• Provides support on special projects and initiatives assigned by executives, including research, data analysis, and presentations.
• Provides notary services to the executive leadership team and Authority employees as needed.

Minimum Qualifications

• Excellent project management and prioritization skills as well as excellent organization and time management skills.
• Proficient in using a variety of computer systems including Microsoft Office Suite and other applicable software.
• Knowledge of office, Authority, and state government practices and procedures, policies, guidelines and responsibilities.

Preferred Qualifications

• 5 years’ proven experience as an executive assistant or similar role, supporting high-level officials or executive team members.
• College degree in business, communications, office administration, or similar discipline

We offer:

• Excellent work/life balance
• Paid Time Off (PTO) earned every two weeks worked and 14 paid holidays
• Affordable healthcare with employer contributions
• Virginia Retirement System (VRS) benefits
• College Tuition Reimbursement program

Virginia ABC employees are covered under the Commonwealth’s benefits package and VRS. However, authority employees are exempt from the Virginia Personnel Act and the Virginia Public Procurement Act.

The Virginia Alcoholic Beverage Control Authority does not provide sponsorship. We are an equal opportunity employer without regard to sex, race, color, religion, national origin, age, sexual orientation, political affiliation, veteran status or disability. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply. ABC will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application and/or interview process. The selected candidate must pass a criminal background check.

VA ABC is a Military-Friendly Employer, is V3 Certified, and embraces Diversity, Equity, and Inclusion

For full consideration, all applicants must fully complete all sections of the online application. A resume will not substitute for an incomplete application.

Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) Know Your Rights Poster ; and Employee Polygraph Protection Act (EPPA)
We are an equal opportunity employer without regard to sex, race, color, religion, national origin, age, sexual orientation, political affiliation, veteran status, or disability. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

ABC will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application and/or interview process.

All employment offers are contingent upon compliance with Form I-9 completion timeliness and confirmation of employment authorization by E-Verify and criminal history record checks are required prior to employment.

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 Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: DARS or call DARS at 800- 552-5019