Executive Assistant

Title: Executive Assistant

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $65,000-$70,000

Pay Band: 4

Agency: Virginia Department of Health

Location: VDH-Central Office

Agency Website: www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

1. Strategic Support
Maintain a positive strategic partnership with the Deputy Commissioner in order to implement efficient systems and processes that optimize workflow and productivity as determined by the Deputy Commissioner.
Prepare presentations and briefing materials for executive meetings and external presentations.
Assist Deputy Commissioner with tracking deadlines, allocating resources, and ensuring timely completion of tasks.
Anticipate the needs of the Deputy Commissioner by staying informed about key priorities, projects, and schedules, ensuring readiness for upcoming tasks, deadlines, and meetings.
Demonstrate flexibility and a proactive approach by taking on tasks outside the traditional scope when necessary to support the Deputy Commissioner and team objectives.
2. Administrative Support
Manage a highly complex and dynamic calendar, including scheduling meetings, prioritizing appointments, and coordinating travel arrangements. Coordinate with other departments and external stakeholders to facilitate seamless scheduling.
Oversee the preparation and distribution of correspondence, reports, and presentations, ensuring accuracy, professionalism, and timely delivery.
Act as a gatekeeper for the Deputy Commissioner, screening calls, emails, and visitors, and prioritizing requests appropriately.
Maintain confidential files and records, ensuring compliance with all relevant regulations and policies.
Maintain Policy and Procedure Expertise by demonstrating a deep understanding of complex organizational policies and procedures, and the ability to interpret and apply them effectively in a dynamic environment.
Quickly assess urgent needs and deliver high-quality work within tight timeframes, ensuring minimal disruption to the Deputy Commissioner’s workflow and meeting fast-paced office demands.
3. Relationship Management
Build and maintain strong relationships with high level internal and external stakeholders, including senior executives in the Commissioner’s Office, Secretary of Health and Human Resources, and the Governor’s Office.
Cultivate a positive and collaborative work environment, fostering teamwork and maintaining open lines of communication.
Communicate effectively within the team to provide visibility into the Deputy Commissioner’s schedule, status of ongoing tasks, and priorities. Coordinate with the central office executive assistant teams to ensure alignment and transparency in shared goals.
4. Other Duties
May be required to perform other duties; may include functions in support of an emergency declaration.

Minimum Qualifications

• Experience writing clear, concise, and professional documents, as well as experience building and maintaining strong relationships with internal and external stakeholders at all levels.

• A deep understanding of complex organizational policies and procedures, and the ability to interpret and apply them effectively in a dynamic environment.

• Possess strong analytical skills to identify trends, anticipate potential issues, and develop innovative solutions.

• Experience handling highly confidential information with the utmost discretion and professionalism.

• Experience working in a fast-paced environment, and experience adapting to changing priorities and deadlines.

• Proficient experience in a variety of software applications, including Microsoft Office Suite and/or other communication platforms.

• Experience operating with autonomy/independence, showing initiative in handling tasks with minimal oversight.

Additional Considerations

• Experience or training in business administration, public administration, or a related field.

• Considerable knowledge as an executive assistant or similar role supporting C-suite executives within the last two years.

• Demonstrated understanding of Public Sector regulations, trends, and best practices.

• Relevant experience in executive administration, project management, or other related fields.

• Manage and coordinate complex projects, including tracking deadlines, allocating resources, and ensuring timely completion.

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.

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. 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 (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); 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, which can be found in the bottom banner of our website: www.vdh.virginia.gov.

If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!

Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

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.

Contact Information

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Email: careers@vdh.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.