Administrative Assistant

• https://iabcmg.fa.ocs.oraclegovcloud.com/hcmUI/CandidateExperience/en/sites/SCV/job/1176

• Richmond, Virginia, United States, 23219

• DJS Dispute Resolution Division

• Closing at: Apr 24 2026 - 01:00 EDT

• Judicial Branch of Virginia

Job Duties

The Administrative Assistant is the main point of contact for their Division, reporting directly to the Division Manager. The individual in this position provides support for other Division staff, assists courts and other professional partners by responding to their questions and resolving their issues, and coordinates special events.

Essential Duties & Responsibilities

The Administrative Assistant’s major objective is to identify, plan and implement the objectives set by the Division Manager to ensure the Division’s overall effectiveness. Major duties include:

Assist the Division Manager and facilitate office operations in all aspects of administrative support:

• Assist with scheduling and calendar management;
• Coordinate production and distribution of e-newsletter;
• Support other Division staff in completing their tasks, as needed;
• Coordinate planning and execution of special meetings and events, including lodging reservations, meals, advance communication with attendees, event space reservation, on-site support on day of event, post-event surveys, etc.;
• Prepare and assist with preparation of correspondence, presentation materials, agendas, and meeting minutes, etc.;
• Review & submit office invoices and requisitions, and reimbursement vouchers as needed;
• Ensure the maintenance of a working environment, including office supplies & office equipment;
• Maintain discretion and confidentiality in all internal and external communications and when handling sensitive documents or other information; and
• Other duties, as assigned by Division Manager.

Additional Support and Backup Responsibilities:

The Administrative Assistant is also a key member of the Department of Judicial Services (DJS) administrative team, providing direct support to the Office Services Coordinator and Education Coordinator. This includes assisting with a variety of operational, logistical, and programmatic functions to ensure continuity of services and efficient departmental operations.

Responsibilities include, but are not limited to:

• Assist with general office administration, including answering phones, managing correspondence, preparing documents, organizing records, and maintaining internal systems and platforms;
• Support scheduling, meeting coordination, and event logistics, including preparing materials, making travel arrangements, and facilitating both in-person and virtual meetings;
• Support training and education programs by assisting with course logistics, preparing materials, communicating with participants, and reporting;
• Assist with maintaining and updating department resources, including manuals, shared platforms, and intranet/internet content;
• Compile reports and organize data to assist with departmental reporting and operational tracking;
• Serve as backup for the Office Services Coordinator and Education Coordinator, ensuring continuity of critical functions during periods of absence, high workload, or special project demands; and
• Contribute to special projects, events, and initiatives as assigned, in collaboration with administrative and program staff.

Minimum Qualifications

The most competitive candidates will possess:

High school diploma or equivalent required; college degree preferred. Applicants should have excellent customer service skills; experience coordinating special events (including reserving space; arranging for lodging, parking, refreshments; managing registration, name badges, materials; set up/ tear down; etc.); proficiency with Word and Excel; familiarity with Access and graphic design software such as Canva; effective phone and email communication skills; effective interpersonal skills; and the organizational skills required to manage multiple projects independently, while effectively prioritizing tasks and meeting deadlines. The strongest candidate will be comfortable with technology, reliable, professional, well organized, conscientious, detail oriented, flexible, and will work collaboratively across multiple functions to support the overall mission of DJS.

Contact Information

Email: Humanresources@VACourts.gov