Executive Assistant

Full Job Description

The Department of Neighborhood Services promotes the social, physical, and economic resilience of Norfolk communities by engaging residents, neighborhood organizations and businesses and working with them to improve the quality of life in their neighborhoods. Neighborhood Services promotes and supports civic participation, community partnerships, accessibility to city services and seeks to preserve and enhance the character of Norfolk's neighborhoods. The Director’s office provides leadership oversight and coordination of programs and initiatives with the department. It
ensures alignment with organizational goals, promotes accountability and drives efficiency and effectiveness in service delivery.

The Executive Assistant provides high-level administrative and executive support to the Director, Assistant Director, and senior leadership. This role is critical to ensure the smooth operation of the Director’s Office by managing communications, coordinating meetings, maintaining records, and facilitating timely decision-making. The Executive Assistant serves as a trusted liaison between the Director and internal/external stakeholders, often handling sensitive and confidential information with discretion and professionalism. Key skills include effective organization, oral and written communication, problem solving as well as interpersonal skills. This position is also responsible for prioritizing daily tasks, managing deadlines, and ensuring an efficient workflow. Exercises discretion and independent judgment in managing priorities.

Requirements

• Manage and prioritize the Director’s incoming correspondence, requests, and issues. Flag urgent or time-sensitive matters.
• Handle sensitive information and situations with a high degree of confidentiality, discretion, and sound judgment.
• Process and track invoices, ensuring accurate coding, approvals, and timely payment. Coordinate with the Finance Department to resolve discrepancies and respond to vendor queries.
• Verify time entry data and coordinate with Payroll to ensure accuracy and timeliness.
• Maintain organized financial records and documentation for audit and reporting purposes.
• Source and obtain quotes for goods and services in line with organizational policies.
  
• Track purchase orders; monitor delivery and resolve any issues.
• Act as the primary liaison for I.T. support on behalf of the department. Log and track I.T. issues through to resolution.
• Coordinate the setup and maintenance of equipment for staff and meeting rooms.
• Oversee day-to-day office operations to ensure a professional, efficient working environment.
• Maintain and manage an inventory of office supplies; monitor levels and reorder as needed.
• Coordinate maintenance and servicing of office equipment.
  
• Manage the booking and scheduling of multiple conference and meeting rooms and resolve conflicts in scheduling.
• Coordinate meeting and conference room set-up, audio-visual equipment, and refreshments as requested.
• Develop and maintain organized electronic and paper filing systems, including confidential personnel records.
• Ensure documents are retained, archived, and disposed of appropriately.
• Arrange travel for team members as required to include, submitting travel authorizations, preparing itineraries, securing lodging accommodations and rental car reservations. Process travel-related expenses and maintain accurate records.
• Demonstrate excellent oral and written communication skills.
• Act as a courteous, professional point of contact for internal and external stakeholders.
  
  
  

Qualifications

Required:

• Two years of experience in office administration.

The preferred candidate will have:

• Proficiency in office software (e.g. MS Office/365, calendars, spreadsheets, databases)

• Associate Degree in Business Administration

Additional Information

Work Hours:

• Monday – Friday; 40 hours a week 8:30-5:00 p.m.
• This position may require some work in the evenings and weekends