Executive Assistant

Are you Richmond R.E.A.D.Y?
Respect. Equity. Accountability. Diversity...YOU!!!
 
This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• Tuition Assistance Program

The City of Richmond, Office of Inspector General, is currently seeking a high qualifed individual for the position of Executive Assistant. This class provides clerical and office support activities and administrative coordination. Incumbents provide a variety of advanced executive administrative support to a department director or executive staff member. Work may include screening calls, responding to questions, or referring callers; handling sensitive and confidential issues and customer complaints; managing complex calendars and appointments; arranging departmental meetings, programs, events, or conferences, including all logistics; preparing and maintaining a variety of department-specific reports, databases, and presentations; assisting with budget development and monitoring expenditures and transactions; composing original correspondence on behalf of the executive or executive leadership team; coordinating work for special projects; researching and compiling information and data; performing or overseeing data entry; summarizing data for presentations, including preparing graphs and charts; maintaining or overseeing the maintenance of a variety of department records; and performing miscellaneous clerical duties as required. 

• Oversees the day-to-day administrative functions and activities of the office. Provides guidance and leadership to administrative support staff.
• Understands the business preferences and priorities of the leadership team to provide the best support.
• Provides calendar management with strong attention to detail. Establishes meeting agendas, prepares and provides copies of relevant documents in support of productive meetings; manages business travel and lead and coordinate logistics for internal and external meetings.
• Drafts correspondence for executive signature(s) pertaining to confidential matters and routine inquiries.
• Prepares and maintains reports, documents, presentations, and databases as needed by senior leadership.
• Assists with financial projects including budget development, processing invoices, and monitoring transactions.
• Collaborate with other members of the team to provide seamless support for the department.
• Plan and organize work to ensure that departmental’ priorities are met and organizational goals are achieved.
• Additional duties as assigned.

MINIMUM TRAINING AND EXPERIENCE:

• High School Diploma or GED
• Two years of advanced administrative support, customer service, and paraprofessional analytical work
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:

• None required

PREFERRED TRAINING AND EXPERIENCE:

• Bachelor's degree in business/public administration or field related to assignment
• Three year supporting top executives

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge (some combination of the following): 
Considerable knowledge of software such as Microsoft Office Suite, RAPIDS, etc. General knowledge of mathematics and accounting principles. Knowledge of standard office equipment such as computers, telephones, copiers, fax machines, scanners, presentation easels, A/V equipment, and podiums. General knowledge of City rules, legal codes, and court procedures; and an excellent grasp of the English language and grammar. Demonstrated skills in preparing documents for workshops, conferences, and meetings; customer service skills; and organizing files in a clear manner. Coordinating and managing multiple schedules at once; oral and written communication. Demonstrated abilities to research information; think critically to solve problems; work independently; pay attention to detail; work efficiently in a fast-paced environment and multi-task.
 
Skills (some combination of the following):

• Analyzing and aggregating data for complex issues
• Preparing documents for workshops, conferences, and meetings
• Customer service
• Organizing files in a clear manner
• Coordinating and managing multiple schedules at once
• Oral and written communication
• Reconciling payment discrepancies

Abilities (some combination of the following):

• Research information
• Think critically to solve problems
• Work independently
• Pay attention to detail
• Work efficiently in a fast-paced environment
• Multi-task

Salary : $44,616 - $73,611