Executive Assistant

Example of Duties Administrative Leadership and Support

• Assist the Executive Director, Director, Board Members, and Attorneys with administrative and operational needs.
• Coordinate preparation for Board meetings, including scheduling, notices, board books, catering, and logistics.
• Serve as Acting Receptionist as needed to answer calls, greet visitors, distribute mail, and ensure smooth front‑office operations.
• Maintain administrative, contract, and policy files for the Authority.
• Assist with revisions of policies and procedures and ensure proper filing of agency records.

• Coordinate staff and Board travel arrangements, including bookings, itineraries, and reimbursements.
• Handle official correspondence and vendor coordination related to travel and lodging.

• Serve as primary point of contact for vendors, GERS, Department of Personnel, and other government entities.
• Manage delivery of correspondence, check mail at post office, and distribute or drop off materials as needed.
• Perform office errands and assist with the coordination of supplies and services.

• Provide daily work leadership to the Receptionist and other support staff.
• Assign tasks and monitor completion of administrative functions.
• Offer guidance and training on office procedures.

• Assist with subpoena responses and compliance documentation.
• Support preparation of reports, letters, and presentations.
• Perform other job‑related duties as assigned by the Director.

• Associate or Bachelor’s degree in Business Administration, Office Management, or a related field.
• Minimum of three (3) to five (5) years of progressively responsible administrative experience.
• An equivalent combination of experience, education, and/or training may be substituted for the listed minimum requirements.

• Comprehensive knowledge of office management procedures, payroll processing, and record‑keeping.
• Strong understanding of government and semi‑autonomous agency operations.
• Excellent written and verbal communication skills.
• Strong attention to detail, organization, and time management.
• Ability to handle confidential information with discretion.
• Ability to work both independently and collaboratively.
• Valid Virgin Islands driver’s license required.

This position reports directly to the Director, who reviews work for effectiveness and compliance with the Authority’s policies and procedures. The Chief Administrative Officer provides work leadership to support personnel.

The employee must be able to lift up to 20 pounds, sit for extended periods, bend, stoop, and reach overhead. Must have adequate vision to review detailed documents and operate a computer for long periods.

Work is performed in a standard office environment. The noise level is usually moderate. Work is performed in an office setting. The work environment characteristics described here are representative of those employee encounter while performing the essential functions of this job. The noise level in the work environment is usually average.

This position is located at the Virgin Islands Public Finance Authority Office: 5033 Kongens Gade, Government Hill, St. Thomas, VI 00802.

The Virgin Islands Public Finance Authority is an Equal Opportunity Employer.