Administrative Assistant

Title: Administrative Assistant

State Role Title: Salary Non-Specified

Hiring Range: Hiring range for this position is $60,952 - $73,143, commensurate with education and experience

Pay Band: UG

Agency: VA Cannabis Control Authority

Location: VA Cannabis Control Authority

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

Recruitment Type: General Public - G

Job Duties

This position plays a critical role in ensuring smooth day-to-day operations by providing organized, proactive, and detail-oriented support to the CCA. This position is designed to enhance efficiency by managing administrative tasks and maintaining essential office functions. The Administrative Assistant fosters a professional and well-structured work environment, serving as a central point for coordination and operational effectiveness.

Minimum Qualifications

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of administrative office practices, procedures, and workflow management.
• Knowledge of records management principles and retention requirements for both digital and physical files.
• Understanding of calendar management, scheduling protocols, and meeting logistics for executive-level personnel.
• Knowledge of statutory or regulatory posting requirements for public meetings, agendas, and notices.
• Strong written and verbal communication skills, with the ability to draft clear reports, correspondence, minutes, and presentations.
• High-level organizational and time management skills, including prioritizing multiple tasks and meeting deadlines.
• Skill in using Microsoft 365 (Outlook, Word, Excel, PowerPoint), document management systems, and shared platforms.
• Skill in coordinating projects, managing logistics, and supporting multidepartment workflows.
• Skill in proofreading, formatting, and ensuring accuracy in official documents.
• Ability to independently organize workflows, maintain filing systems, and implement administrative procedures.
• Ability to support cross departmental initiatives and facilitate efficient information flow.
• Ability to manage travel arrangements, process reimbursements, and ensure adherence to policies.
• Ability to handle multiple tasks in a fast-paced environment while maintaining accuracy and attention to detail.
• Ability to use critical thinking to anticipate needs, resolve issues proactively, and support team productivity.

Experience

• Minimum of 2-3 years of experience providing administrative, executive, or program support in a professional office environment.
• Experience must include responsibility for scheduling, document preparation, meeting coordination, recordkeeping, and communication with internal and external stakeholders.
• Experience managing sensitive information with confidentiality and handling multiple priorities in a fast-paced environment is required.

Additional Considerations

Preferred Education

• Coursework or a degree concentration in Business Administration, Public Administration, Communications, Project Management, or related fields.
• Professional development or certifications in office administration, executive assistantship, records management, project coordination, or administrative technology platforms.

Preferred Experience

• Experience supporting executive level leadership, boards, commissions, or senior management teams.
• Experience coordinating public meetings, preparing agendas/minutes, and managing materials in compliance with statutory posting requirements.
• Experience serving as a travel coordinator or travel proxy using formal travel management systems.
• Experience coordinating multi-department projects or supporting cross-functional teams.
• Experience managing event logistics, conferences, or large-scale meetings.
• Experience with procurement support, vendor communication, or managing office resources.
• Experience creating SOPs, procedural guides, templates, or administrative workflow documentation.
• Experience using advanced Microsoft 365 tools (SharePoint, Teams, Forms, Excel functions, PowerPoint) or enterprise scheduling/document management systems.

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.

Contact Information

Name: Angela Nichols

Phone: (804) 540-2290

Email: angela.nichols@cca.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.

Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call (804)653-9490 for assistance.

The Commonwealth of Virginia is an Equal Opportunity Employer. It is the policy of the Commonwealth of Virginia to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, pregnancy, childbirth or related medical conditions in the recruitment, selection, and hiring of its workforce.