Administrative Assistant

Job Posting End Date: November 1, 2026 Department : HUMAN SERVICES Compensation Grade : G17 Compensation Range & Starting Salary : Pay Range- $38,792.00 - $60,465.60 Starting salary may be negotiable based on qualifications Job Exempt (If No, Position is eligible for overtime) : No About Us : Recognized as one of America’s Best-In-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment. Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference. Job Duties and Preferred Qualifications : Are you an exceptionally organized professional who thrives in a dynamic environment? Do you possess the administrative mastery to keep executive operations running flawlessly? The City of Virginia Beach Human Services team is seeking a proactive Administrative Assistant to serve as the critical support pillar for the Developmental Services (DS) Division Director . In this high-impact role, you won't just manage schedules—you will ensure the smooth, efficient day-to-day operations of our administrative office, champion special projects, and act as a vital liaison across city agencies and senior leadership. Specific Job Duties: Directly support a division dedicated to empowering individuals and fostering community growth. Coordinate high-level committee activities and collaborate directly with senior executives. Manage calendars, coordinate high-level appointments, and arrange complex travel and lodging for trainings and conferences. Draft, refine, and distribute emails, memos, and letters on your own initiative or from brief notes; filter vital information seamlessly down to all units. Plan, schedule, and take detailed technical minutes for supervisors’ meetings and crucial DS Committee sessions. Utilize a procurement card to handle expenses, ensuring precise reconciliation and report submissions. Serve as a core point of contact between executive assistants, senior leadership, and various City agencies. Supervise the front-desk receptionist and chair quarterly inter-unit administrative support staff meetings to align operations. Supervise the Safety and Health Officer to maintain disaster preparedness and coordinate annual employee health initiatives like TB screenings. Establish and maintain robust administrative files and research background material to build comprehensive reports. Track and report on new hire onboarding and monitor performance evaluation submissions to guarantee internal deadlines are met. Act as the first line of defense for facility and equipment issues, reporting incidents or machinery breakdowns swiftly. Ensuring zero lag time in filtering critical leadership directives via Outlook to all division staff. Tracking and submission reporting for new hires and employee evaluations. Delivering highly accurate, technical meeting minutes within expected division timelines. The City offers a generous benefits package , which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and paid leave. Preferences: Experience providing administrative support to a director, executive, senior manager, or other leadership-level positions. Experience managing calendars, coordinating meetings, scheduling appointments, and organizing competing priorities for leadership staff. Experience preparing, reviewing, proofreading, and formatting professional correspondence, reports, presentations, or other administrative documents. Experience using Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, to perform administrative functions. Experience handling confidential or sensitive information, including personnel, financial, or client-related records. Experience coordinating communication and serving as a point of contact among leadership, employees, c…

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