Executive Assistant II - Virginia Beach, United States - City of Virginia Beach

Description

Virginia Beach is a diverse, vibrant, appealing community with a dynamic year-round tourism economy that serves the needs of local residents and visitors alike. The Virginia Beach Convention & Visitor's Bureau develops and promotes Virginia Beach as a first-class, year-round destination that contributes to the quality of life and a diverse local economy. The Director's Office serves and supports staff at all levels of the organization in an effort to develop and promote Virginia Beach as a first-class, year-round travel destination and acts as stewards of city and departmental resources.

As an Executive Assistant you will:

• Serves as the point of contact for the Director of Convention and Visitor Bureau by communicating information, request, and direction from the Department Director to Division Heads concerning issues of highly critical, confidential, or sensitive nature.
• Supervise administrative support staff, including staff that provide administrative support to the main office, coordinate the duties of administrative support staff, train and evaluate staff supervised, and review outgoing work prepared by the administrative support staff personnel for form, accuracy, and adherence to office policy.
• Schedule appointments and meetings, maintain calendar and arrange travel for executive staff.
• Prepare correspondence.
• Oversee the purchase and inventory of office supplies.
• Receive and screen inquiries and concerns, electronically, by phone and in person, and furnish the requested information, or refer to proper person for handling, also assist with logging and routing.
• Manage Freedom of Information Act (FOIA) process for the executive office.
• May be required to attend, record, and transcribe minutes of a highly technical and or confidential nature; and serve as recorder for various meetings preparing recaps for dissemination to staff, including evening meetings with occasional weekend obligations to attend similar meetings.
• Coordinate the process of assigning request for information, reports, and presentations for the executive office staff.
• Prepare correspondence, interoffice forms, agendas, certificates, presentations, personnel transactions and other reports and forms.
• Compile data using technology (CRM) for use in reports.
• Establish and maintain crossed referenced files for executive office.
• Review incoming mail and determine appropriate distribution and disposition.
• Make decisions on administrative matters.
• Operate standard office machines (desktop or laptop computer, calculator, printer, copier, multi-line phone system.)
• Must be available to work evenings, weekends, holidays, and overtime or required to meet operational needs.

As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, a wellness program, retirement, tuition reimbursement and more.