Administrative Assistant

City of Virginia Beach; Pembroke (MA); On-site; USD 39,000 - 60,000; Full time

Job summary

The City of Virginia Beach is seeking an Administrative Assistant to provide critical support to the Developmental Services (DS) Division Director and senior leadership. The role centers on maintaining seamless day-to-day operations, managing calendars, coordinating complex travel, and driving strategic administrative initiatives.

Ideal candidates will have proven experience supporting executives in government or human services settings, strong Microsoft Office skills, and the ability to handle

Qualifications

• Minimum qualifications include a high school diploma or GED and at least three years of relevant experience.
• Experience providing administrative support to executive-level staff or in a government/human services environment is preferred.
• Strong proficiency with Microsoft Office applications and calendar management.

Responsibilities

• Directly support the Developmental Services Division Director and executive leadership.
• Manage calendars, coordinate meetings, and arrange travel and lodging for trainings and conferences.
• Draft, send, and format emails, memos, and letters with accuracy and discretion.
• Plan and take detailed minutes for supervisors’ meetings and DS Committee sessions.
• Maintain administrative files and compile background materials for reports.
• Oversee front-desk operations and supervise administrative staff to align workflows.
• Coordinate inter-unit communications and serve as liaison across city agencies.
• Track new hires onboarding and performance evaluations to meet deadlines.

Skills

Administrative Support

Scheduling

Communication

Meeting Minutes

Office Administration

Expense Tracking

Education

High school diploma or GED

Tools

Outlook

Word

Excel

PowerPoint

Job description

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.

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, community partners, or external stakeholders?
• Experience maintaining administrative records, tracking deadlines, compiling information, or preparing reports to support organizational operations.
• Experience supporting administrative functions such as purchasing, invoice processing, budget tracking, personnel coordination, or other operational processes.

The ideal candidate will have experience providing direct administrative support to executive or senior-level leadership, including coordinating schedules, managing correspondence, and supporting multiple competing organizational priorities and experience providing administrative or operational support in a government agency, healthcare organization, human services agency, or similarly complex organization.

Additional requirements:

• DMV Transcript: Yes
• CDL: No
• Drug & Alcohol Clearinghouse: No
• CPS Check: Yes
• Physical: No
• Respirator: No
• Psychological Screening: No
• Polygraph: No
• At Will: No

Minimum Requirements:

Minimum Qualifications: High school or GED plus three (3) years’ experience in fields providing the required knowledge, skills, and abilities and associated with such positions as clerk typist or office assistant.

Special Requirements: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Skills:

Administrative Support, Communication, Coordinating Schedules, Expenses, Meeting Minutes, Office Administration, Scheduling Meetings

Working Conditions:

Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City’s business.

The Working Conditions Summary is intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of the position in the noted job profile. Please copy and paste the URL below into your web browser to view the Working Conditions Summary for this position.

https://workingcondition-summary-prod.s3.amazonaws.com/P12290.pdf

Official Job Descriptions:

To browse official job descriptions, please access this link - https://virginiabeach.gov/careers/job-descriptions-pay-plans?search=&group=E

VRS Contribution

All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

Drug Free Workplace

The City of Virginia Beach maintains a drug free workplace.

Equal Employment Opportunity (EEO) Statement:

The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.