Executive Secretary Senior

Commonwealth of VA Careers; Petersburg (VA); On-site; USD 44,000 - 58,000; Full time

Benefits offered by this job

12 paid holidays

Medical, dental, vision, and life ins.

Retirement options including 401a Cash

457 Deferred Compensation Plan

Sick, family/personal, and annual paid

Job summary

Virginia Department of Health seeks an Executive Secretary Senior to provide advanced administrative support to the District Health Director in the Crater Health District. The role requires discretion, strong judgment, and interaction with internal leaders and public stakeholders.

The position handles scheduling, document preparation (subpoenas, MOAs, FOIA), and professional reporting, ensuring timely, accurate communication across the district.

Qualifications

• Knowledge and experience with administrative practices and procedures.
• Experience with records maintenance.
• Proficiency with Microsoft Word, Excel and Access.
• Ability to transcribe information and prepare documentation and reports.
• Maintain professionalism and confidentiality at all times.
• Excellent organizational, written, and verbal communication skills.

Responsibilities

• Providing exclusive administrative support to the District Health Director.
• Coordinating meetings, speaking engagements, and management training sessions.
• Preparing, reviewing, and routing documents such as subpoenas, MOAs, and FOIA-related correspondence.
• Conducting research and compiling summaries or reports for professional staff.
• Managing the flow of sensitive information among district staff, government entities, healthcare providers, patients, and the media.
• Performing advanced office management tasks such as scheduling, filing, reception duties, processing mail, and maintaining records.

Skills

Administrative support

Records management

Microsoft Word

Microsoft Excel

Microsoft Access

Transcription

Confidentiality

Organization & communication

Job description

Title: Executive Secretary Senior

State Role Title: Admin and Office Spec III

Hiring Range: $44,453.00 - $58,478

Pay Band: 3

Agency: Virginia Department of Health

Location: CRATER HQ

Agency Website: www.vdh.virginia.gov

Recruitment Type:

Job Duties

The Virginia Department of Health (VDH) is seeking a highly organized, detail‑oriented Executive Secretary Senior to provide advanced administrative support to the District Health Director within the Crater Health District. This role is ideal for a professional who excels in a fast‑paced environment, values public service, and is committed to supporting the health and well‑being of Virginia’s communities.

About the Role

The Executive Secretary Senior independently performs a wide range of administrative and operational tasks that support district‑wide functions. The position requires strong judgment, discretion, and the ability to interpret and apply policies and procedures while interacting frequently with internal leaders, government officials, healthcare partners, and members of the public.

Key responsibilities

• Providing exclusive administrative support to the District Health Director
• Coordinating meetings, speaking engagements, and management training sessions
• Preparing, reviewing, and routing documents such as subpoenas, MOAs, and FOIA‑related correspondence
• Conducting research and compiling summaries or reports for professional staff
• Managing the flow of sensitive information among district staff, government entities, healthcare providers, patients, and the media
• Performing advanced office management tasks such as scheduling, filing, reception duties, processing mail, and maintaining records

This position plays a central role in ensuring clear, accurate, and timely communication across internal and external stakeholders, supporting the mission and operations of the Crater Health District.

Why Work for VDH?

The Virginia Department of Health is dedicated to protecting and promoting the health of all Virginians. VDH offers a comprehensive benefits package that includes:

• 12 paid holidays
• Medical, dental, vision, and life insurance
• Retirement options including the 401a Cash Match and 457 Deferred Compensation Plan
• Sick, family/personal, and annual leave

About the Crater Health District

Located in a region known for its small‑town charm, natural beauty, and affordable living, the Crater Health District offers a welcoming environment with a relaxed pace of life. Our district proudly serves the communities of Petersburg, Prince George, Dinwiddie, Hopewell, Emporia, Greensville, Sussex, and Surry. We are a mission‑driven team passionate about delivering high‑quality public health services and making a meaningful impact on the communities we serve.

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 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. Supplemental questions are encouraged to be answered in a comprehensive manner and reference any pertinent knowledge, skills, and abilities as well as any previous experience that relates to the 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!

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.

Contact Information

Name: Ayswarya Renjith

Phone: [phone]

Email: [e-mail]