Executive Assistant

Overview

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.

• 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.

• Two years of experience in office administration.

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

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