Executive Assistant, Senior

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. 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.

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