Executive Assistant - Richmond, United States - City of Richmond, VA

Description

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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

Description

The Office of Community Wealth Building has an EXCITING OPPORTUNITY We are seeking an energetic, proactive, and detail-oriented Executive Assistant to support the Director and other senior staff with day-to-day administrative tasks.

Duties include but are not limited to

• Provides high-level administrative support and assistance to the Director and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for executives.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and assisting with financial projects including budget development, processing invoices, and monitoring transactions.
• Performs additional duties at the local level such as designing flyers, managing inventory, preparing requisitions, coordinating special projects, monitoring website, and serving on various boards and groups.
• Performs other related duties as assigned.

Qualifications, Special Certifications and Licenses


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

MINIMUM TRAINING AND EXPERIENCE:

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

PREFERRED TRAINING AND EXPERIENCE:

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

LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:

• None required

Americans with Disabilities Act Requirements

Americans with Disabilities Act Requirements


Supplemental Information:
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.


ENVIRONMENTAL HAZARDS:

Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:

Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint.

The essential duties of this classification may require the ability to regularly work with one's fingers, grasp, talk, hear, see, and use repetitive motions; frequently walk and reach; and occasionally stand, balance, stoop, kneel, crouch, reach, lift, push, and pull.

In terms of the physical strength to perform the essential duties, this classification is considered to be light work, exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects.

General Information


FLSA Classification:
Non-Exempt


EEO Classification:
Administrative Support


Type of Service:
Unclassified


Residency:
Not Required

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

NOTE:

The above class description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

The employee may perform other duties of a similar nature or level.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The City of Richmond is committed to the full inclusion of all qualified individuals.

As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations.

If reasonable accommodations are needed to participate in the job application and/or the interview process, please contact Jessica McKenzie, Talent Acquisition Partner, Senior at or by mail at Jessica.

GOV.

This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

The City of Richmond Values Veterans-We are an Official V3 Certified Company.