Administrative Assistant

Department:

VIRGINIA AQUARIUM Compensation Grade:

G17

Compensation Range & Starting Salary:

Pay Range: $38,792.00 - $60,465.60

Starting Salary:
Minimum of the Pay Range Job Exempt (If No, Position is eligible for overtime):

No

Scheduled Weekly

Hours:

40

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. Apply now to join an organization where you truly make a difference.

Job Duties and

Preferred Qualifications:

The Virginia Aquarium is seeking a highly organized, proactive and detail‑oriented Administrative Assistant to support members of the Virginia Aquarium's Animal Care, Veterinary Services and Stranding Sections. This role also serves as the principal administrative support for the section managers, who are part of the Aquarium's leadership team, and contributes significantly to the efficient, smooth operation of the division while advancing the Aquarium’s mission.

Key Responsibilities Perform a variety of administrative and clerical tasks to support daily operations

Record and/or transcribe minutes for staff meetings and board committee meetings

Manage complex calendars; schedule virtual and in‑person meetings; prevent conflicts; and ensure time is appropriately allocated for completing priority or essential tasks

Assist supervisors with prioritizing and tracking assignments; monitor email and other communications for follow‑up needs as requested

Prepare replies to correspondence from brief notes or independently; research files, databases, and source materials to provide background for reports; coordinate information sent to other City departments and external partners

Establish and maintain cross-referenced electronic and/or paper files in accordance with records management standards

Assist with entry and maintenance of zoological records in databases with accuracy

Prepare and process financial forms, including travel advances/reimbursements; monitor budget expenditures; and track division purchases made with credit cards

Compose clear, effective emails and correspondence for internal staff, other City departments, and external agencies

Assist with fiscal inventory, tracking section assets, and documentation requirements

Greet and assist staff, board members, legislators, and visitors; respond appropriately to inquiries ranging from general questions to complex matters, and route issues to appropriate managers following established guidelines

Exercise discretion and judgment in handling sensitive information; maintain confidentiality at all times

Assist with new-hire materials, forms and access requests as needed

Utilize Microsoft Office programs to complete mail/email merges, form letters, PowerPoint presentations, templates, glossaries, archives, and database reports; organize departmental files in Teams and Share Point Operate  standard office equipment

Assist with preparation of meeting agendas and coordination of audiovisual equipment

Perform other job duties as assigned based on department workload and needs

Required Skills and Experience Candidates should demonstrate:

Three (3) years of higher‑level administrative and clerical experience within the past five years

Experience preparing formal correspondence, meeting minutes, and agendas

Experience organizing, scheduling, and assisting with professional or business meetings or events

Experience handling confidential or sensitive information

Advanced proficiency using Microsoft Office, SharePoint, and Teams (e.g., mail merges, templates, structured collaboration sites, file organization)
Experience maintaining records or file systems following recognized records‑management standards

Preferred Qualifications Ideal candidates will also have:

Experience tracking expenditures and reconciling budgets

Administrative support experience in a municipal, governmental, or similarly regulated environment

Experience supporting multiple leaders or diverse teams

Experience in environments involving animal care, zoological records, or operational…