Executive Assistant, Senior

Are you Richmond R.E.A.D.Y ? R espect. E quity. A ccountability. D iversity… YOU !!!

About

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
• T uition Assistance Program
  
  

Description

At the City of Richmond, Department of Finance, we thrive when our people thrive. We’re currently looking for an Executive Assistant, Senior to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to the Director of Finance.

Duties include but are not limited to

This position is unclassified and serves at the will of the appointing authority.

• Support the Director of Finance primarily and provide additional support to senior team members, as directed, to ensure that department goals and objectives are accomplished and that operations run efficiently
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
• Maintain professionalism and strict confidentiality with all information related to the Department of Finance and its employees
• Organize team communications and plan events, both internal and off-site
• Managing calendars, scheduling meetings, and coordinating appointments.
• Handling correspondence, including emails, phone calls, and mail.
• Preparing and organizing documents, reports, and presentations.
• Maintaining filing systems and databases.
• Arranging business travel, including flights, accommodations, and transportation.
• Acting as a liaison between the Director of Finance and the administration staff, clients, and external partners.
• Screening and prioritizing incoming communications.
• Drafting professional correspondence on behalf of the Director of Finance.
• Overseeing office supplies inventory and managing office logistics.
• Coordinating with various departments to ensure smooth operations.
• Supervising other administrative staff when required.
• Assisting in managing projects and following up with team members.
• Conducting research and preparing reports to support senior management decision-making.
• Maintains a schedule of conference rooms, securing appropriate technology equipment.
• Performs other duties as assigned.
  
  

Qualifications, Special Certifications And Licenses

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge (some Combination Of The Following)

• Proficient in 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
• English language and grammar
  
  

Skills (some Combination Of The Following)

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

Abilities (some Combination Of The Following)

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

Minimum Qualifications

• Four or more years of experience in an administrative role reporting directly to upper management
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification.
  
  

Preferred Qualifications:

• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Excellent written and verbal communication skills
• Demonstrated ability to multi-task, prioritize tasks, and demonstrate exceptional dependability
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
  
  

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 you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Jessica McKenzie, Human Resources Manager by email at Jessica.McKenzie@RVA.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.

The City of Richmond is a proud partner with the US Army Partnership for Your Success PaYS Program.