Executive Administrator I (CM only)

Full Job Description

Norfolk, Virginia is America's most authentic and urban waterfront city.

Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications.

Working for the City of Norfolk is an opportunity to make a real difference in the lives of others.

With our commitment to competitive pay and a strong retirement package, you can do good for your community and do well for yourself.

Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.

The Executive Administrator I position performs complex and confidential clerical and varied administrative duties in a highly sensitive and rapidly changing environment.

Reporting directly to the Assistant to the City Manager, Senior, this position provides support to Deputy City Managers and other executive level leadership in the City Manager’s Office by handling calls, responding to emails, reviewing contracts, scheduling meetings, preparing correspondence, processing mail, paying invoices, managing confidential information and other related duties as required.

The role requires exceptional organizational skills, political acumen, and the ability to manage sensitive information with discretion.

Requirements

Provides support to the Assistant to the City Manager, Senior:

• Assists in tracking City Council concerns, action items, and follow-up assignments to ensure timely completion for inclusion in monthly reports.
• Performs other related duties as assigned.

Provides support to the Deputy City Managers:

• Provides administrative assistance by conducting research, preparing reports, making travel arrangements, answering telephone calls, updating files, preparing correspondence, reviewing and routing of policy and various reports and contracts, reviewing and authorizing vendor payments, scheduling meetings for assigned Deputy City Manager and maintaining their calendars.
• Assist with preparing and organizing briefing materials, reports, and presentations for Deputy City Manager’s internal and external meetings.
• May be required to 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.
• Track project deadlines, deliverables, and follow-up items on behalf of the Deputy City Managers.
• Coordinate cross-departmental communications and ensure timely responses to requests.
• Manage confidential matters with tact, judgment, and discretion.
• Performs other related duties as assigned.

General Executive Office Support:

Manages planning and reporting processes by tracking key department assignments, outlining tasks and deliverables and providing supervisors with solutions and alternatives.

Maintains positive working relationship with other City departments.

Works directly with Directors, Assistant Directors, administrative support and Bureau Heads to reach the City Manager's goals and objectives.

Accurately review incoming mail for proper dissemination; accurately prepare regular reports in a timely manner; compose effective correspondence without spelling, grammatical or typographical errors; courteously and efficiently screen calls and direct to appropriate staff or department; exercise excellent organizational skills to accurately coordinate appointments and meetings for an executive level management in the City Manager’s Office.

Maintain organized records and filing systems, ensuring compliance with retention policies. Establish and maintain electronic office files.

Input financial information into AFMS, collecting and reconciling receipts and expenditures. Learn and implement City’s financial policies.

Provide coverage and support for the City Manager’s Office reception and administrative team.

Serve as liaison to various City departments as assigned.

Make decisions on minor administrative matters, interoffice forms, requisitions, and related documents as needed.

Individual assignments will be determined by the supervisor based on current workloads and department needs.

Manage the procurement of supplies and services for the City Manager’s Office in accordance with city processes and policies.

Perform other related duties in support of the City Manager’s Office.

Qualifications

• Associate degree in Business Administration, Office Management, or a related field OR equivalent combination of education and experience.
• Three (3) years of experience in an administrative support role.

Additional Information

• The preferred candidate will possess:
  • Prioritization and organizational skills
  • Ability to work in a team environment
  • Strong analytical skills
  • Proficiency to handle confidential information