Description
The Slover invites applications for a full-time Executive Assistant that provides direct administrative support to the department Director and Bureau Manager. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Director. Serves as a liaison to other Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts. Oversees special projects. Performs financial duties. Monitors, tracks, and audits budgets. Monitors facility improvements and maintenance. Performs related duties.
The Slover is a premier destination located in downtown Norfolk that contains a branch of the Norfolk Public Library system, the Sargeant Memorial Collection Archives, the Roy E. Hendrix Business center, Creative Studios, Venue Rentals, and a Café. The Slover encompasses three centuries of architecture which spans 138,000 square feet across seven floors. The City of Norfolk is a permanent Carnival cruise hub welcoming 150,000 guests a year. At just two blocks from the hub, The Slover is a destination for visitation, information, and activities for tourists in addition to our robust visitation from residents.
Essential Functions
Essential functions include but are not limited to:
- Provides administrative assistance by coordinating the efforts of internal and external teams, managing administrative operations, overseeing activities of supervisors to ensure compliance with policies, conducting research and developing related correspondence, processing and maintaining records, collecting data, composing correspondence, preparing reports, scheduling appointments, coordinating travel arrangements, developing special projects, coordinating promotional literature; attending meetings and taking minutes, handling gift funds, acting as a liaison with community organizations, writing memos, monitoring appointments and scheduling meetings, relaying information to city employees and the public, monitoring inventory, purchasing and stocking supplies, coordinating the sending of data for publication, performing/scheduling the duties of absent staff as needed and coordinating schedules.
- Performs financial duties by reviewing and approving expenditures, reviewing, and approving facility refunds, verifying, recording, and distributing billing invoices, preparing monthly revenue reports. Oversees budget preparation of program budget and reviews and approves expenditures of significant budgeted funds for the program; may research and prepare recommendations for Department-wide budget expenditures.
- Work requires supervising and monitoring performance for a regular group of employees or a work unit including providing input on hiring/disciplinary action and work objectives/effectiveness, and realigning work as needed. Work requires team involvement and development.
- Coordinates schedules, leave, work assignments and office coverage.
Education/Experience
Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with six months/one year of advanced study or training past the high school equivalency. Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
Two years' experience in office administration.
Additional Information & Requirements
Valid Driver's License
Work Hours: This full-time position is 40 hours per week. The typical work schedule is M-F 8:30 a.m.- 5 p.m.
Signing Bonus: This position is eligible for a one-time $5000 sign on 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 applicant’s 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
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
03
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."
04
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.
05
Please select the highest level of education you have completed.
- High School Diploma/GED
- Some College (6 months or more)
- Vocational/Technical Degree
- Associate's Degree
- Bachelor's Degree
- Master's Degree or higher
06
How many years of experience do you have in office administration?
- No experience
- Less than a year
- 1-3 years
- 3-5 years
- More than 5 years
07
How many years of experience do you have reviewing and approving expenditures?
- No experience
- Less than a year
- 1-3 years
- 3-5 years
- More than 5 years
08
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
