Executive Assistant, Principal - DCAO Operations

The City of Richmond is seeking a highly organized professional for the position of Executive Assistant, Principal to support the Deputy Chief Administrative Officer (DCAO) for Operations
. This role serves as a key liaison between the DCAO, internal departments, elected officials, and external stakeholders. The successful candidate will manage a wide range of executive administrative duties while overseeing office operations to ensure the efficient functioning of the DCAO’s office.

This position is unclassified and serves at the will of the appointing authority.

• Manage the DCAO’s complex calendar, including scheduling meetings, briefings, and travel arrangements.
• Prepare, proofread, and edit correspondence, presentations, and reports for internal and external distribution.
• Coordinate logistics for meetings and special events; take and distribute minutes as needed.
• Track and assist with high-priority projects and time-sensitive tasks.
• Serve as a point of contact for internal and external inquiries directed to the DCAO, ensuring professionalism and discretion.
• Oversee daily operations of the DCAO’s office, including supply management, mail distribution, filing systems, and office equipment coordination.
• Coordinate communications and activities between the DCAO and department directors, City Council members and community stakeholders.
• Monitor and follow up on action items assigned to departments or external entities.
• Support the preparation and coordination of materials for public meetings, briefings, or media events.

• Associate's degree in a related field such as business administration
• Bachelor's degree is preferred
• Three years of advanced administrative support, customer service, and paraprofessional analytical work, preferably with experience supporting an organization's top executives.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

• Demonstrated and advanced experience using Microsoft Outlook to schedule meetings
• Demonstrated ability to multi-task, prioritize tasks, and demonstrate exceptional dependability
• Excellent verbal and written communication skills using proper grammar and punctuation

TYPICAL KNOWLEDGE, SKILLS, AND ABILITIES:
These are a representative sample; position assignments may vary.

• Local government, functions and practices of law offices, and reporting measures
• Standard office procedures
• Proficient with standard office equipment such as computers, laptops, printers, scanners, fax machines, telephones, and mobile devices
• Proficient with software such as the Microsoft Office Suite, databases, Case Management Systems, and RAPIDS
• English language and grammar

• Running queries in Excel to formulate accurate and needed data
• Demonstrating excellent customer service to internal and external customers
• Leading others including training and evaluating work

• Work efficiently in a fast-paced environment
• Multi-task
• Manage multiple schedules at once
• Research best practices
• Write professional letters and memorandums
• Pay attention to detail

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly work with one's fingers, talk, hear, see, and use repetitive motions; frequently lift, and reach; and occasionally stoop, crouch, stand, walk, grasp, and feel.

In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary, exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects.