The Executive Assistant assists and supports the management team and is responsible for general administrative duties, including management of schedules, handling phone calls and editing and composing routine and advanced correspondence. The position works under direct supervision and performs routine and advanced administrative activities.
 
PRIMARY DUTIES AND RESPONSIBILITIES:
 

1. Conduct research, compile data, and prepare papers for consideration and presentation by management team, committees and boards of directors.
2. Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping to aid management team.
3. Assist with and ensure compliance for DBE and SWAM vendor program.
4. File and retrieve corporate documents, records, and reports.
5. Greet visitors and determine whether they should be given access to specific individuals.
6. Manage and maintain management schedules.
7. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
8. Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
9. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheets, database, or presentation software.
10. Assists with Human Resources duties, such as worker’s compensation, employee records, training records, etc. in a confidential manner and as directed by the Human Resource Manager.
11. Set up and oversee administrative policies and procedures for various departments.
12. Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
13. Coordinate work activities of the other administrative staff.
14. Performs other duties as assigned.

 
EXPERIENCE AND EDUCATIONAL REQUIREMENTS:

High School Diploma or equivalent required.   Associates Degree with a minimum of 5 years of administrative experience; or equivalent combination of education and/or experience.    Previous executive administrative experience preferred.
 
EXPERIENCE AND EDUCATIONAL REQUIREMENTS:
 

1. Strong interpersonal skills; ability to develop and maintain cooperative working relationships with others.
2. Knowledge of clerical and administrative procedures such as filing and record keeping/ retention
3. Highly proficient in Microsoft Office applications including Word, Excel, and Power Point.
4. Ability to exercise judgment and maintain confidentiality.
5. Excellent organization skills, ability to set priorities and work under pressure to meet changing deadlines.
6. Excellent proofing skills with strong attention to detail.
7. Excellent verbal and written communication skills
8. Practices good telephone etiquette skills, customer service and communications skills.
9. Ability to multi-task while maintaining quality and meeting deadlines
10. Ability to obtain a VDOT Security Clearance
11. Ability to pass Criminal History Background Check and drug screen
12. Must be willing to work a flexible schedule as needed.
13. Valid Virginia Driver’s License

 
PHYSICAL DEMANDS:
This job is performed in an office setting and requires frequent sitting (often working on a computer/terminal monitor), occasional walking, standing, bending, and reaching.  Due to computer usage, there may be repetitive motions of the hands and wrists. 
No heavy lifting is expected.  Exertion of up to 10 lbs of force occasionally may be required.  Good dexterity for the use of common office equipment such as computers terminals, and copiers.
 
WORK ENVIRONMENT:
This job is performed indoors in a traditional office setting.  Activities include extended periods of sitting occasional fast paced events and extensive work at a computer monitor.
He/she must be able to navigate the jobsite and is expected to be able to comply with all safety regulations in the office and on the jobsite.
 
SPECIAL REQUIREMENTS:
This position is designated as essential and, as such, all duties associated with the job are required during emergency situations which may include but not limited to inclement weather, disaster response, and emergency operations. The position location is subject to change according to the needs of the organization.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be a complete list of all responsibilities, duties and skills required of personnel so classified. Duties and responsibilities may be added or changed as deemed appropriate by management at any time.