Executive Assistant, Senior - Planning and Economic Development

Overview

The City of Richmond’s Department of Economic Development seeks a highly skilled and experienced Executive Assistant, Senior to provide professional-level administrative support for the Deputy Chief Administrative Officer (DCAO) for Planning and Economic Development
. The incumbent will work in a fast-paced environment that demands strong organizational, interpersonal, and multitasking abilities. This position plays a critical role in supporting strategic priorities by facilitating communication, coordinating operations, and ensuring the efficient functioning of the Deputy CAO's portfolio of city agencies.

This position is Unclassified and serves at the will of the Appointing Authority.

• Managing a dynamic and highly confidential executive calendar, including scheduling internal and external meetings, events, and travel arrangements.
• Preparing, editing, and proofreading complex documents, reports, presentations, correspondence, and talking points for the Deputy CAO.
• Serving as a liaison between the Deputy CAO and City agencies, external partners, elected officials, and the public.
• Handling high-level, sensitive communications with discretion and professionalism.
• Coordinating and supporting meetings, including preparing agendas, compiling materials, taking minutes, and tracking follow-ups.
• Monitoring project timelines and deliverables related to planning, economic development, and other strategic initiatives.
• Managing administrative processes, including procurement, expense tracking, and records management.
• Supporting special projects and coordinating efforts across internal and external stakeholder groups.
• Performing research and assembling data needed for decision-making or presentations.
• Oversee daily operations of the DCAO’s office, including supply management, mail distribution, filing systems, and office equipment coordination.

• Associate's degree in a related field such as business administration
• A minimum of two 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 ability to multitask, prioritize tasks, and demonstrate exceptional dependability
• Excellent verbal and written communication skills using proper grammar and punctuation

• None required

Knowledge (some combination of the following):

• Proficient in software such as Microsoft Office Suite, RAPIDS, etc.
• General knowledge of mathematics and accounting principles
• Knowledge of standard office equipment such as computers, telephones, copiers, fax machines, scanners, presentation easels, A/V equipment, and podiums
• General knowledge of City rules, legal codes, and court procedures
• English language and grammar

Skills (some combination of the following):

• Preparing documents for workshops, conferences, and meetings
• Customer service
• Organizing files in a clear manner
• Coordinating and managing multiple schedules and projects at once
• Oral and written communication
• Reconciling discrepancies

Abilities (some combination of the following):

• Research information
• Think critically to solve problems
• Thrive in a self-directing environment
• Work independently
• Pay attention to detail
• Work efficiently in a fast-paced environment
• Multi-task
• Ability to switch gears at a moment’s notice

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 hands and fingers, talk, hear, see, and use repetitive motions; frequently reach, balance, and stand; and occasionally stoop, crouch, walk, lift, feel, pull, grasp, and climb.

The position is generally sedentary, but may require different physical demands depending on the area of focus. The working conditions may contain environmental hazards, depending on area of focus.