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Executive Administrator
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Executive Administrator
Salary
$59,393.00 Annually
Location
Norfolk, VA
Job Type
Unclassified
Job Number
12363
Department
City Manager
Opening Date
10/16/2024
Closing Date
10/21/2024 11:59 PM Eastern
+ Description
+ Benefits
+ Questions
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 City of Norfolk's City Manager's Office is seeking a highly skilled and proactive Executive Administrator to provide unparalleled administrative support to two Deputy City Managers. This pivotal role demands a dynamic self-starter who excels in a fast-paced environment and can seamlessly manage a diverse array of responsibilities. The ideal candidate will possess exceptional organizational skills, a keen eye for detail, and the ability to take initiative. As the Executive Administrator, you will be instrumental in coordinating high-level activities, processing critical documents, and facilitating strategic projects, contributing to the overall success of the City Manager's Office administrative functions.
Essential Functions
Key Responsibilities:
Administrative Support:
+ Provide executive-level administrative support to two Deputy City Managers.
+ Manage and maintain complex calendars, scheduling appointments, and coordinating meetings.
+ Handle all correspondence, including emails and phone calls, ensuring timely responses.
Invoice and Contract Management:
+ Process and handle invoices accurately and efficiently.
+ Assist in the preparation, review, and processing of contracts.
+ Ensure compliance with city policies and procedures in all financial transactions.
Meeting Coordination:
+ Organize and facilitate meetings, including preparing agendas, taking minutes, and distributing follow-up actions.
+ Coordinate logistics for meetings, conferences, and special events.
Project Research and Management:
+ Conduct research for special projects as assigned by the Deputy City Managers.
+ Compile data, prepare reports, and present findings in a clear and concise manner.
General Administrative Duties:
+ Maintain organized records and filing systems.
+ Provide general office support, including ordering supplies, managing mail, and ensuring a tidy workspace.
+ Completes other duties as assigned.
Education/Experience
+ Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a bachelor's degree or equivalent.
Required:
+ Three years of experience in data analysis or related field, or an equivalent combination of education and experience.
Preferred:
+ Proven experience in an executive administrative role, preferably in a government or municipal setting.
+ Excellent organizational and time management skills.
+ Strong attention to detail and ability to multitask.
+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
+ Excellent written and verbal communication skills.
+ Ability to work independently and take initiative.
+ Strong problem-solving skills and ability to handle confidential information with discretion.
Additional Information & Requirements
Work Schedule:
+ This is a full-time position, Monday-Friday 8:30AM - 5:00PM.
+ The role requires occasional evening or weekend work for special projects or meetings.
Signing Bonus:
+ This position is eligible for a $5,000 signing bonus.
+ Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.
+ Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.
+ Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.
+ Retirement
If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
+ The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicants school of enrollment must be an accredited institution.
NOTE:
The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.
Non-City
Positions listed with a job type designation of Non-City are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.
01
The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer see resume or see application as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.
+ I understand and will answer the following supplemental questions completely and thoroughly.
02
If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title. If not, please indicate by typing N/A.
03
Please select the highest level of education you have completed.
+ High School Diploma/GED
+ Some College (6 months or more)
+ Associate Degree
+ Bachelor's Degree or higher
04
How many years of experience do you have in data analysis or related field?
+ I do not have this experience
+ Less than 5 years
+ 5-6 years
+ 7-8 years
+ 9 years or more
05
Briefly describe your experience in data analysis (or related field). If you do not have this experience, type n/a.
06
How many years of experience do you have providing administrative clerical support to executive level management?
+ I do not have this experience
+ Less than 1 year
+ 1-2 years
+ 3-4 years
+ 5 years or more
07
Briefly describe your experience providing administrative clerical support to executive level management. If you do not have this experience, type n/a.
08
Which programs are you efficient in? (Select all that apply)
+ MS Excel
+ MS Outlook
+ MS Word
+ MS Teams
+ MS PowerPoint
+ None of the above
09
Please acknowledge receipt of the following information: - This position is Unclassified and serves at the will of the City Manager.
+ I acknowledge receipt of the information above
10
Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?
+ Yes
+ No
11
Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.
12
Are you a current or previous City of Norfolk employee?
+ Yes - I am a current City of Norfolk Employee
+ Yes - I am a previous City of Norfolk Employee
+ No - I am not a previous or current City of Norfolk employee
13
Please indicate your veteran status. (A copy of your long form DD-214 may be required)
+ I am not a Veteran
+ I am a Veteran
+ I am a Disabled Veteran
Required Question
Agency
City of Norfolk
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