Executive Secretary

Executive Secretary DSP01733State Role Title: Admin and Office Spec IIIHiring Range: $45,000 to $65,000 Negotiable and Commensurate with Experience.Pay Band: 3Agency: Department of State PoliceLocation: North Chesterfield, VirginiaRecruitment Type: Agency Employee Only - AJob DutiesAbout the Position: The Virginia State Police (VSP) is seeking to hire an Executive Secretary in our Special Operations Division (SOD) at our Administrative Headquarters in North Chesterfield, 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 Division Record Clerk, ensuring compliance with the Department Records Management Program and the Virginia Public Records Act through the maintenance and management of official Division records.Preparing statistical reports and entering required data for mandated reporting, composing routine and confidential correspondence, reports, and memoranda.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 QualificationsKnowledge of:Department policies and procedures.General office administration principles and procedures.Electronic filing systems and records management practices.The Department Records Management Program and the Virginia Public Records Act.Proper grammar, spelling, punctuation, and business correspondence.The operation of automated office equipment.Skill in:Data entry.Keyboarding.Using Microsoft Office applications (Outlook, Teams, Word, Excel, PowerPoint, MS Forms, and other Microsoft Office products).Using Adobe Acrobat.Using the eVA procurement system, and AIMS/Sunflower for requisitions, inventory management, and monthly vehicle expenses.Preparing statistical reports.Maintaining electronic records.Compiling reports and correspondence.Ability to:Serve as the Division Office Manager by coordinating and prioritizing office workflow by scheduling assignments, meetings, deadlines, and responses.Manage the Division's electronic filing and records systems.Serve as the Division Record Clerk and ensuring compliance with the Department Records Management Program and the Virginia Public Records Act.Provide administrative assistance and support to Division and Area staff.Prepare routine and confidential correspondence, reports, memoranda, and mandated statistical reports.Communicate effectively, both orally and in writing.Establish priorities, exercise sound judgment, and make independent decisions.Interpret and follow written policies, procedures, and guidelines.Maintain confidentiality.Establish effective working relationships with Department personnel, executives, and the public.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.Experience coordinating office workflow, scheduling, records management, preparing correspondence and reports, maintaining electronic filing systems, and providing administrative support.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 ConsiderationsN/ASpecial InstructionsYou 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.Elements of the selection process include the screening of application(s); the interviewing of qualified candidate(s), to include pre-employment testing, a presentation and/or a work sample, if applicable; salary negotiation(s) if applicable; a background investigation; and a medical evaluation if applicable. The anticipated duration of the pre-employment process is determined by the successful completion of the above items. Applications, cover letters and/or resumes shall only be accepted on-line through the PageUp recruitment management system at and must be received by 11:55 P. M. on August 20, 2026. Please limit resumes to four pages and cover letters to one page. Any additional attachments received in excess of this will not be considered. PageUp provides confirmation of receipt of your application, resume and/or cover letter submitted successfully. Please refer to your PageUp account to check the status of your application for this position. For questions, please contact the Talent Acquisition & Employee Relations Section of the Human Resources Division at View email address on click.appcast.io 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.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 View phone number on click.appcast.io.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.