Executive Assistant Print (https://www.governmentjobs.com/careers/norfolk/jobs/newprint/5207257) Apply  Executive Assistant Salary $54,190.94 - $56,087.00 Annually Location VA 23502, VA Job Type Permanent Full-time Job Number 13772 Department Neighborhood Services Division Administrative Services Opening Date 01/23/2026 Closing Date 2/2/2026 11:59 PM Eastern + Description + Benefits + Questions Description 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. The Executive Assistant provides high-level administrative and executive support to the Director, Assistant Director, and senior leadership. This role is critical to ensure the smooth operation of the Director’s Office by managing communications, coordinating meetings, maintaining records, and facilitating timely decision-making. The Executive Assistant serves as a trusted liaison between the Director and internal/external stakeholders, often handling sensitive and confidential information with discretion and professionalism. Key skills include effective organization, oral and written communication, problem solving as well as interpersonal skills. This position is also responsible for prioritizing daily tasks, managing deadlines, and ensuring an efficient workflow. Exercises discretion and independent judgment in managing priorities. Essential Functions + 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. Education/Experience Required: + Two years of experience in office administration. The preferred candidate will have: + Proficiency in office software (e.g. MS Office/365, calendars, spreadsheets, databases) + Associate Degree in Business Administration Additional Information & Requirements Work Hours: + Monday – Friday; 40 hours a week 8:30-5:00 p.m. + This position may require some work in the evenings and weekends + 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 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, and your relationship to the employee. If not, please indicate by typing "N/A." 03 The hiring range for this position is $54,190.94 to $56,087.62. Are you willing to accept a salary within this range? + Yes + No 04 Please select the highest level of education you have completed. + High School Diploma/GED + Some College (6 months or more) + Associate's Degree + Bachelor's Degree + Master's Degree or higher 05 How many years of experience in office administration do you have? + Less than 2 years + 2-3 years + 4-5 years + 6 years or more 06 Describe your experience providing executive-level support and managing competing priorities. If you do not have any experience in this area, please type N/A. 07 Describe your experience with the following types of systems: financial, personnel management, and document repositories. If you do not have any experience in this area, please type N/A. 08 What Microsoft Suite programs are you skilled in using (select all that apply): + Word + Excel + PowerPoint + Outlook + I do not have experience with Microsoft Office Products 09 Please describe your experience with the Microsoft Suite programs you selected in the previous question? If you do not have any experience in this area, please type N/A. 10 Do you have experience creating a purchase order? + Yes + No 11 Do you have experience with processing invoices and payments? + Yes + No 12 Do you have experience preparing and processing budget transfers? + Yes + No 13 Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this? + Yes + No 14 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. 15 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 16 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 Employer City of Norfolk Apply Please verify your email address Verify Email