Executive Assistant

Title: Executive Assistant

State Role

Title:

19013

Hiring Range: Salary up to $54,035.00

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: (Use the "Apply for this Job" box below)./

Recruitment Type: General Public - G

Central State Hospital (CSH) is a 277‑bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. CSH has proudly been serving citizens of the Commonwealth since 1870 and is currently building a modern facility on the same property, scheduled to be completed in 2027. CSH is the only maximum‑security treatment facility in the state and operates 166 beds for community and criminal‑justice patients.

Treatment is holistic, evidence‑based, and includes medication, group and individual therapy, peer support, psychosocial rehabilitation, vocational training, court preparation, and substance‑use treatment.

• Serves as the primary assistant to the Chief Operations Officer and Chief Quality Officer.
• Maintains a task list for all deadlines, with timely follow‑up and completion, initiating proactive measures where deadlines are not met to facilitate a timely closure for said tasks.
• Initiates administrative leave requests, makes travel arrangements, and completes travel reimbursement forms for the Chief Operations Officer, Chief Quality Officer, and other administrative personnel.
• Disburses and disseminates administrative leave forms after final approval ensuring required signatures are present.
• Maintains files ensuring confidentiality while making information readily retrievable.
• Manages the electronic calendar for the Chief Operations Officer and Chief Quality Officer, ensuring all meetings and deadlines are met.
• Answers incoming calls and receives visitors, directing them to the appropriate officer or personnel.
• Acts as liaison between departments to problem‑solve and troubleshoot items without direct interaction of the senior officers as required.
• Prioritizes work to ensure deadlines are met on time.
• Serves as backup for entering confidential investigation information into the state system CHRIS; tracks and ensures investigation correspondence is completed and distributed according to established guidelines.
• Creates correspondence for the Chief Operations Officer and Chief Quality Officer based on documentation received.
• Assists in the role of and mentors other Executive Secretaries as needed or assigned.
• Opens and sorts all incoming mail for Administration, determines proper distribution, and ensures timely replies.
• Develops and maintains databases to track assignments and improve overall efficiency.
• Interacts and serves as a liaison to hospital and central office staff and members of the public, routinely receiving or communicating information.
• Explains and interprets departmental policies and procedures.
• Monitors Kronos timecards for senior management staff who report to QRM and COO.
• Works with timekeepers for missing data as required.
• In the absence of the Chief Operations Officer or Chief Quality Officer, takes actions to assure support services are coordinated and performed in accordance with the hospital’s mission, vision, and values.
• Authorship, development, management, and maintenance of desk files for all departments reporting to the Chief Operations Officer and Chief Quality Officer.
• Coordinates meetings at the hospital for special guests or outside agencies by developing a plan, assigning tasks, and ensuring deadlines are met to ensure project completion.
• Provides administrative assistance to hospital departments assigned by the Chief Operations Officer or Chief Quality Officer.
• Creates and updates reports, correspondence, dashboard updates, and spreadsheet summaries to reflect hospital data accurately.
• Manages and maintains required documentation to ensure ongoing compliance with Joint Commission and Centers for Medicare & Medicaid Services standards.
• Ensures compliance‑related documents are current, accurate, and readily available for surveys, audits, and regulatory review.
• Coordinates document updates and version control in alignment with regulatory and organizational requirements.
• Updates and maintains the…