Executive Assistant to Director

Title: Executive Assistant to Director

State Role Title: Gen Admin Supv II/Coord II

Hiring Range: Up to $80,000

Pay Band: 5

Agency: Dept of Rail & Public Trans

Location: Dept of Rail & Public Trans

Agency Website: https://drpt.virginia.gov

Recruitment Type: General Public - G

Job Duties

POSITION OVERVIEW AND DESCRIPTION:

Are you highly organized, detail-oriented, and passionate about supporting others behind the scenes? Do you thrive in a fast-paced environment and enjoy helping teams succeed? If so, this role may be for you!

The Executive Assistant serves as a critical member of DRPT’s administrative team, providing executive assistant support to the Agency Director and Deputy Director, while also functioning as the Office Coordinator and Receptionist. This position plays a key role in supporting the smooth operation of the executive office and supporting the Executive Leadership Team (ELT) in achieving agency goals.

This position frequently handles confidential and sensitive material and interacts with government officials, board members, the public, business and community representatives, and all levels of DRPT personnel. While this position reports directly to the Facilities Manager, it also has a dotted-line reporting relationship to key executives, including the Agency Director, Deputy Director, and Chief Administrative Officer, and provides support to the entire Executive Leadership Team.


Sample of Key Responsibilities:

· Develop meeting agendas and coordinate logistical details for agency meetings.

· Prepare and manage travel arrangements for the ELT, and coordinate travel for agency personnel and board members as needed.

· Coordinate agency board activities and serve as a liaison between DRPT and the Commonwealth Transportation Board.

· Work closely with other state agencies and the Secretary of Transportation’s Office to schedule meetings, route correspondence, and direct constituent inquiries appropriately.

· Answer and route incoming calls, greet visitors, assess their needs, and direct them to the appropriate person or agency.

· Distribute mail, assist with filing, copying, word processing, and perform other administrative duties as assigned.

· Maintain office supplies and ensure smooth coordination of office activities.

· Collaborate with the Procurement and Facilities Manager to arrange badges and parking for new employees.

· Set up, break down and lightly clean up meeting room spaces as needed.

Minimum Qualifications

MINIMUM QUALIFICATIONS:

· Strong attention to detail and ability to meet deadlines.

· Understanding and appreciation of the role’s importance, with a positive and proactive approach to responsibilities.

· Effective interpersonal and communication skills.

· Strong customer service skills, including the ability to interact positively with diverse constituents while maintaining confidentiality.

Additional Considerations

PREFERRED QUALIFICATIONS:

· Experience as an executive administrative assistant or in a similar support role.

· Experience researching and preparing confidential and sensitive documents.

· Strong organizational and time-management skills.

· Ability to work independently and collaboratively as part of a team.

· Experience in planning, scheduling, preparing reports, and compiling correspondence.

· Prior experience working for a government agency.

· Familiarity with Virginia’s legislative process.

· Notary Public certification preferred.

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.

WHY JOIN DRPT?

· Impactful Work: Contribute to projects that improve transportation and mobility across Virginia.

· Professional Growth: Access to training and development opportunities.

· Work-Life Balance: Supportive environment with competitive benefits.

· Inclusive Culture: DRPT is an equal opportunity employer committed to diversity, equity, and inclusion.


READY TO MAKE AN IMPACT?

Apply today and join a team dedicated to improving transportation across Virginia!


The Department of Rail and Public Transportation offers a generous total compensation package. Well qualified candidates will be eligible to negotiate Exceptional Recruitment Incentives. New external candidates of the Commonwealth will be eligible to negotiate cash and leave bonuses upon hire. Existing State employees will be eligible to negotiate leave bonuses upon hire.

Contact Information

Name: Human Resources

Phone: 804-371-8763

Email: askhr@drpt.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.