Executive Assistant

3 weeks ago

Hampton, Virginia, United States City of Hampton, VA Full time

Job Summary

The City of Hampton, VA is seeking a highly skilled and experienced Executive Assistant to provide administrative support to senior executives and appointed officials. The ideal candidate will possess excellent communication and organizational skills, with the ability to work in a fast-paced office environment.

Key Responsibilities

  • Provide administrative support to senior executives and appointed officials, including scheduling appointments, preparing correspondence, and managing calendars.
  • Screen visitors and callers, respond to inquiries, and resolve issues in a professional and courteous manner.
  • Manage the flow of incoming and outgoing communication, including emails, phone calls, and mail.
  • Prepare and edit documents, reports, and presentations, ensuring accuracy and attention to detail.
  • Assist with special projects, including research, data analysis, and budget preparation.
  • Supervise and coordinate the work of assigned clerical and technical support personnel.
  • Perform other duties as assigned.

Requirements

  • Completion of a standard high school course of study or GED.
  • Associate's degree or significant college-level coursework in Office Administration, Legal Secretarial Science, Business Law, Business, or Public Administration.
  • Minimum of three years' experience in providing support, planning, and scheduling at an executive level, preferably in a municipal government or service-related organization.
  • Thorough knowledge of current business practices and protocols involved in providing services and quality customer service to the public.
  • Proficiency in advanced word processing, spreadsheet, and presentation software.
  • Ability to make minor decisions in accordance with established policies and procedures.
  • Ability to coordinate and organize resources in efficient and effective ways to meet goals.
  • Ability to multi-task and prioritize tasks to meet deadlines.
  • Detail-oriented, with good organizational and follow-up skills.
  • Ability to create and maintain harmonious relationships with diverse populations.

Working Conditions

The work environment demands extensive contact with the general public, city employees, elected officials, business executives, and representatives of municipal, state, and federal government, as well as other public and private organizations.

This position demands the incumbent present themselves in a polished and professional manner and possess a high degree of courtesy and responsiveness in assisting citizens and employees with their concerns.

Exceptional customer service and interpersonal skills are essential. The ability to handle conflict and sensitive and confidential issues with maturity, professionalism, and diplomacy is paramount.

Must have flexibility to work non-standard work hours when needed. This is a non-exempt position.

Benefits

The City of Hampton, VA offers a comprehensive benefits package, including health insurance, dental insurance, vision insurance, reimbursement accounts, and a tax-deferred retirement plan.

Employees begin accruing annual and sick leave immediately.

The ten paid holidays each year include New Year's Day, Martin Luther King, Jr. Day, President's Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, and Christmas Day.

A tax-deferred retirement plan and an after-tax retirement plan are also available.

Group life insurance is offered through the VRS, and the carrier is the Minnesota Life Insurance Company.

Direct deposit into most banks is a convenient finance feature.

Savings bonds are available to the City's workforce.

Employees are covered for Workers' Compensation where appropriate.

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