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Supervisory Administrative Support - Center For Adult Services Executive Assistant

Supervisory Administrative Support – Center For Adult Services Executive Assistant

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter square miles in the city have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Supervisory Administrative Support position.

An Overview

The work of this class involves providing executive, administrative, and operational support to the Center of Adult Services senior leadership team within the Department of Community & Human Services. The incumbent serves as a key partner in coordinating administrative, operational, and strategic functions across multiple programs and divisions. Work includes managing complex schedules, facilitating communication among senior leaders, preparing confidential and sensitive materials, and ensuring alignment of priorities across programs. The position requires independent judgment, discretion, and the ability to manage competing priorities in a fast-paced environment.

The incumbent functions as a liaison between leadership, staff, external partners, and stakeholders, often handling matters of significant organizational impact. This role also oversees administrative operations and supervises staff, ensuring efficient and effective support services across the division. Work is performed with a high degree of autonomy and is evaluated based on effectiveness, judgment, and contribution to departmental goals.

A member of this class is responsible for performing all of the distinguishing characteristics of the class Administrative Support and is further defined by the supervisory tasks depicted in the illustrative examples of work shown below.

What You Should Bring

The ideal candidate will have thorough knowledge of business management procedures and office equipment, including a thorough knowledge of information systems; some positions may require ability to take and transcribe dictation by use of either shorthand notes or electronic recording machines; ability to communicate effectively, both verbally and in writing; ability to prescribe and carry out instructions for preparation of complex records and reports; ability to make decisions in work situations where errors could be costly; ability to work with a variety of staff at all levels in a professional environment; experience providing information and/or assisting clients and the general public, ability to plan, organize and direct the work of others. Ability to manage complex executive calendars and prioritize competing demands in a high-pressure environment.

The ideal candidate will also have the ability to handle confidential and sensitive information with discretion and professionalism. Strong organizational and project management skills, including the ability to track multiple initiatives simultaneously. Ability to effectively communicate and coordinate with senior leadership, external partners, and stakeholders. Ability to anticipate needs, exercise sound judgment, and take initiative in support of executive functions.

The Opportunity

Provides executive-level administrative support to the Assistant Director and senior leadership team, including managing complex calendars, prioritizing requests, and coordinating high-level meetings and initiatives.
Serves as CAS Office Manager, evaluation the effectives of office systems and procedures, developing and implementing approve methods, Including, but not limited to approving petty cash reimbursement, office purchases and trainings for administrative staff.
Conducts performance valuations, approves time in KRONOS; addresses performance issues & provides counseling when necessary.
Coordinates recruitment for Executive Director and Admin Operations positions using H.R./Neogov H.R. software.
Prepares personnel requisition/hiring packages, schedules, interviews and assist with Interview process for Executive Director and Admin Operations positions.
Provides front desk coverage when short-staffed or when needed.
Coordinates senior leadership meetings, including agendas, briefing materials, and follow-up.
Serves as liaison between leadership, staff, and external partners.
Exercises discretion in handling confidential information.
Screens and prioritizes communications on behalf of leadership.
Tracks key initiatives and ensures timely completion.
Assists with preparation of reports and presentations.
Supports cross-departmental strategic initiatives.
Plans and coordinates meetings with internal and external stakeholders.
Represents the office of the Admin Operations and Executive Director in stakeholder interactions.
Screens and prioritizes communications on behalf of leadership.
Plans and coordinates meetings through emails, phone calls and face to face communications.
Responds to inquires from internal and external customers/contractors for assistance with scheduling meetings, clarifying administrative and operational concerns and addressing issues.
Serves on Safety Committee and attends monthly meeting, assures that activities, audits, drills and record keeping are conducted according to committee policies and in accordance with CARF standards.
Perform staff trainings on facility safety issues, I.e. Active Shooter Drill
Confers with persons requesting services or making complaints on matters of general importance to the division or department In person or by telephone and disposes of cases handled in accordance with established policies and regulations.
Conducts surveys and collects information on operational and administrative problems.
Manages conference room schedules, sets up rooms and maintains conference room supplies and equipment.
Submits work orders to the Department facility maintenance and General Services and ensures issues are resolved in a timely manner.
Receives and inspects incoming mail and faxes, routes to appropriate staff
Processes ITS computer access requests.
Assists in orienting new employees to CAS department
Searches, assembles and summarizes information from files and documents
Performs any related duties as assigned.

About the Department

The Center for Adult Services (CAS) provides programs and services in Aging; Adult Protective Services; Clinical & Emergency Services; and Community & Residential Support Services for seniors and for persons with mental illness, intellectual disabilities and substance use disorders. CAS provides compassionate and effective person-centered services based on best practices. Our teams support self-determination, safety and recovery for Alexandria residents affected by abuse, neglect, mental illness, intellectual disabilities and substance abuse disorders.

Minimum & Additional Requirements

Two-Year College Degree; three years of responsible administrative experience providing support to a Director or Senior Professional; five years of responsible secretarial experience, including three years of experience in office management activities that involved coordination of complex office services including some experience planning, laying out the work of others or leading projects; excellent organizational skills; completion of college-level courses in Business Management or Administration including courses in English, Mathematics, Real Estate; excellent written and verbal communication skills; good computer skills: experience with MS Office, Kronos/Payroll, Lotus Notes and databases and spreadsheets; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Four-year college degree, at least five (5) years of experience providing support to a Director or Senior Professional. At least 50 WPM typing speed. Experience in managing a medical or behavioral health clinic. Ability to balance multiple priorities. Bilingual Skills. Experience supporting senior leadership teams in a government, healthcare, or behavioral health setting. Experience managing executive calendars, preparing briefing materials, and coordinating high-level meetings. Demonstrated ability to handle confidential and sensitive information.

Notes

This position requires the successful completion of pre-employment background checks including but not limited to: FBI/Federal Records Check; VA State Child Abuse/Neglect Registry; Medicare/Medicaid Fraud Database; education/certifications; and driver’s license. As an Essential Employee, staff will be expected to be at work during weekends, holidays, or inclement weather if they have been scheduled.

Schedule: Monday- Friday 8am-4:30pm with telework option 1 day/per week.

The City of Alexandria is an Equal Opportunity Employer and values diversity in its workforce. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, military status, or disability.

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