Executive Secretary 1

Commonwealth of Pennsylvania; Pennsylvania; Hybrid; USD 42,000 - 54,000; Full time

Job summary

Commonwealth of Pennsylvania's Department of Health is seeking an Executive Secretary 1 to support the Secretary and executive staff. This role ensures smooth operations through calendar management, meeting coordination, and clear communication with internal and external partners.

The position emphasizes professional discretion, accurate record-keeping, and timely responses to senior leaders; telework options may be available, with in-office requirements.

Qualifications

• Three years of progressively responsible experience in secretarial work.
• Formal post high school secretarial training may substitute for experience on a year-for-year basis.
• Any equivalent combination of experience and training.

Responsibilities

• Schedule Management: Organize appointments, meetings, travel arrangements, and daily activities for the Secretary of Health and executive staff
• Meeting Support: Prepare agendas, presentations, briefing materials, and talking points for key internal and external meetings
• Communication Handling: Manage calls, emails, written correspondence, and interactions with high-level officials and visitors
• Office Coordination: Oversee administrative functions including mail processing, supply ordering, and resource account management
• Record Oversight: Update calendars, directories, and SharePoint lists, ensuring accurate and timely information for executive staff
• Operational Assistance: Support fleet management, conference room oversight, facilities requests, and emergency response duties

Skills

Secretarial experience

Communication skills

Job description

THE POSITION

Are you seeking a role where your organizational skills support administrative leaders as an Executive Secretary 1 with the Department of Health (DOH)? In this position, you help keep high-level operations running smoothly while assisting the DOH Executive Office . You become part of a mission-driven agency that values professionalism and clear communication. This opportunity allows you to grow while supporting important work across the Commonwealth.

THE POSITION

Are you seeking a role where your organizational skills support administrative leaders as an Executive Secretary 1 with the Department of Health (DOH)? In this position, you help keep high-level operations running smoothly while assisting the DOH Executive Office . You become part of a mission-driven agency that values professionalism and clear communication. This opportunity allows you to grow while supporting important work across the Commonwealth.

DESCRIPTION OF WORK

This position ensures the smooth operation of the DOH Executive Office through coordinated scheduling, communication, and administrative support. It also helps maintain efficient workflows across the Executive Office. As an Executive Secretary 1, you will perform the following duties:

• Schedule Management: Organize appointments, meetings, travel arrangements, and daily activities for the Secretary of Health and executive staff
• Meeting Support: Prepare agendas, presentations, briefing materials, and talking points for key internal and external meetings
• Communication Handling: Manage calls, emails, written correspondence, and interactions with high-level officials and visitors
• Office Coordination: Oversee administrative functions including mail processing, supply ordering, and resource account management
• Record Oversight: Update calendars, directories, and SharePoint lists, ensuring accurate and timely information for executive staff
• Operational Assistance: Support fleet management, conference room oversight, facilities requests, and emergency response duties

Interested in learning more? Additional details regarding this position can be found in the position description .

Work Schedule and Additional Information

• Full-time employment, 37.5 hours per week
• Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with a 30-minute lunch.
• Telework: You may have the opportunity to work from home (telework) part-time, with a minimum of four days per week required in-office. In order to telework, you must have a securely configured high-speed internet connection and work from an approved location inside Pennsylvania. If you are unable to telework, you will have the option to report to the headquarters office in Harrisburg. The ability to telework is subject to change at any time. Additional details may be provided during the interview.
• Salary:In some cases, the starting salary may be non-negotiable.
• You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

QUALIFICATIONS

REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY

Minimum Experience and Training Requirements

• Three years of progressively responsible experience in secretarial work. Appropriate formal post high school secretarial training may be substituted for the required experience on a year-for-year basis; or
• Any equivalent combination of experience and training.

Other Requirements

• You must meet the PA residency requirement . For more information on ways to meet PA residency requirements, follow the link and click on Residency Guidelines.
• You must be able to perform essential job functions.

Veterans

• Pennsylvania law (51 Pa. C.S. 7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.pa.gov/agencies/employment/how-to-apply.html and click on Veterans.

Telecommunications Relay Service (TRS)

• 711 (hearing and speech disabilities or other individuals).

If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.

The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.

EXAMINATION INFORMATION

• Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).
• Your score is based on the detailed information you provide on your application and in response to the supplemental questions.
• Your score is valid for this specific posting only.
• You must provide complete and accurate information or:
  • your score may be lower than deserved.
  • you may be disqualified.
• You may only apply/test once for this posting.
• Your results will be provided via email.