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Executive Secretary Senior
Executive Secretary SeniorVirginia Department of Human Resource Management • Virginia Beach, VA, US
Executive Secretary Senior

Executive Secretary Senior

Virginia Department of Human Resource Management • Virginia Beach, VA, US
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Executive Secretary Senior

Virginia Beach Health District is looking for a collaborative Executive Secretary to provide direct administrative support to executives, including managing calendars, travel arrangements, and various communications. As the Executive Secretary, you will serve as a trusted partner to members of the executive leadership team, providing high-level administrative support, streamlining operations, and ensuring effective coordination across departments. This role requires exceptional organizational skills, sound judgment, and the ability to anticipate needs before they arise. The Virginia Department of Health offers 12 paid holidays, medical, dental, vision and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family / personal, and annual leave.

This Position is Responsible for Administrative Support, Program Support, and Customer Service.

Administrative Support :

  • Schedules meetings, presentations and speaking engagements with internal and external officials and organizations.
  • Prepares agendas for senior management and leadership team meetings.
  • Answers, screens and directs phone calls and messages.
  • Provides all administrative support duties for assigned supervisor(s)
  • Delivers direction and assistance with coordination of projects to office support staff.

Program Support :

  • Maintains confidentiality to support the programs policies and procedures.
  • Completes reports in accordance with program metrics and established guidelines.
  • Transcribes confidential reports and associated documents following policies and procedures. Sends out preliminary and final reports

    • Records Management :

  • Manages and maintains all information related to work unit or program schedules, files and requests.
  • Maintains all office records and updates appropriate databases.
  • Receives and ensures correct placement of all programs related materials and updates database.

    • Customer Service :

  • Provides appropriate levels of customer service to clients and customers using courteous, friendly and tactful services.
  • Actively listens to others, uses calm, patient, non-condescending tone and is solution oriented.
  • Assures customer needs are addressed in a timely manner following all state and district guidelines.

    • Minimum Qualifications :

  • Knowledge and experience with administrative practices and procedures and providing administrative support in a professional setting
  • Knowledge and experience with records maintenance
  • Experience with Microsoft applications, such as Word, Excel and Access
  • Ability to transcribe information, prepare documentation, communications, and reports
  • Ability to maintain professionalism and confidentiality under all circumstances
  • Excellent organization skills and written and verbal communication skills

    • Additional Considerations :

  • Knowledge of patient confidentiality (HIPAA)
  • Advanced professional administration training and practical experience as an Administrative Assistant
  • Knowledge of public health programs and policies

    • Special Instructions :

    You will be provided a confirmation of receipt when your application and / or rsum is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

    VDH accepts only on-line applications. Applications are accepted until 11 : 55 p.m. on the job closing date. Applications and / or resumes should include relevant work history which indicates your qualifications for this position. Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service's Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions. It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race, 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. VDH employees have a shared Code of Ethics.

    Contact Information :

    Name : Cydnee Stuckey

    Phone : 757-278-6692

    Email : cydnee.stuckey@vdh.virginia.gov

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    Executive Secretary • Virginia Beach, VA, US