Executive Assistant & Operations Manager
hace 5 días
Richmond
The Executive Assistant & Operations Manager provides high-level executive support to the President + CEO while supporting the Greater Richmond Partnership’s organizational, financial and administrative operations. The position serves as a trusted partner to the President + CEO, proactively managing the CEO’s calendar, scheduling, travel, meeting preparation, correspondence and follow-up to ensure the CEO’s time is focused on GRP’s highest strategic priorities. Reporting to the Vice President of Operations, the position also supports financial administration, Board and committee coordination, organizational operations, special projects and selected regional and industry initiatives. Executive support to the President + CEO is the position’s first priority. The successful candidate will anticipate needs, exercise sound judgment and help ensure that both the executive office and organization operate efficiently and effectively. This is an at-will position. TYPICAL DUTIES: Executive Support • Proactively manages the President + CEO’s complex calendar, including scheduling and prioritizing internal and external meetings, resolving conflicts and protecting time for strategic work and preparation., • Assists with management of the CEO’s email and correspondence, identifying priority items, routing requests to appropriate staff and tracking items requiring follow-up., • Coordinates domestic and international travel, including transportation, accommodations, itineraries, meeting logistics and related documentation., • Prepares the CEO for meetings by assembling agendas, background information, briefing materials, presentations and other relevant information., • Tracks commitments, action items and follow-up resulting from CEO meetings, correspondence and stakeholder interactions., • Drafts routine correspondence, meeting requests, thank-you notes, presentations, reports and other communications on behalf of the CEO., • Coordinates meetings and communications involving GRP’s Board of Directors, Executive Committee and other key stakeholders as assigned., • Processes CEO expense reports and maintains appropriate supporting documentation., • Maintains strict confidentiality and exercises sound judgment in handling organizational, personnel, financial, investor, prospect and stakeholder information., • Anticipates the CEO’s needs and proactively identifies ways to improve the efficiency and effectiveness of the executive office. Operations & Financial Administration • Provides administrative and project support to the Vice President of Operations and assists with day-to-day organizational needs., • Assists with financial administration, including credit card reconciliation, invoice processing, receipt collection, documentation and obtaining required approvals., • Maintains accurate and organized financial records in accordance with GRP’s audit, financial and compliance procedures., • Identifies and resolves routine receipt and transaction discrepancies and promptly escalates unusual transactions or unresolved issues to the Vice President of Operations., • Assists with budget tracking and reporting for organizational programs, initiatives and special projects., • Supports employee onboarding and offboarding, including scheduling, documentation, equipment coordination and internal logistics., • Assists with vendor coordination, contracts, subscriptions, purchasing, office services and other operational needs., • Maintains organizational files, records, policies, standard operating procedures and administrative documentation., • Helps maintain internal calendars, deadlines and recurring organizational processes., • Identifies opportunities to streamline administrative processes and utilizes technology, AI and automation to improve organizational efficiency. Board, Committee, Event & Organizational Support • Assists with preparation and coordination of Board of Directors and Executive Committee meetings, including scheduling, agendas, meeting materials, presentations and logistics., • Coordinates calendars, logistics, materials and communications for selected GRP committees, industry councils and strategic initiatives as assigned., • Maintains meeting and membership rosters, tracks attendance and coordinates follow-up actions., • Prepares agendas, briefing documents, presentations, reports and other materials for meetings and events., • Supports the planning and execution of GRP meetings, events and stakeholder activities., • Provides administrative and project coordination support for cross-functional initiatives, presentations, reports and proposals., • Drafts and proofreads internal and external communications and stakeholder updates., • Supports staff meetings, leadership meetings and organizational planning activities., • Provides administrative support for special projects and other organizational priorities as assigned by the President & CEO or Vice President of Operations., • Interacts regularly with GRP staff, Board members, investors, public-sector partners, business leaders, prospects and community stakeholders and represents GRP with professionalism, discretion and responsiveness. REQUIRED QUALIFICATIONS: • Bachelor’s degree from an accredited college or university preferred. Relevant professional experience may be substituted for education on a year-for-year basis., • Three to five years of progressively responsible executive support, administration, operations, project coordination or related professional experience preferred., • Experience directly supporting a senior executive strongly preferred., • Exceptional organizational and time-management skills, including demonstrated ability to manage multiple priorities, anticipate needs and meet deadlines., • Excellent written and verbal communication skills with strong proofreading and attention to detail., • Excellent judgment, discretion and demonstrated ability to handle confidential and sensitive information., • Ability to work independently, solve problems and take initiative with limited supervision., • Professional presence and comfort interacting with senior business executives, elected officials, Board members, investors and community leaders., • Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint and Teams., • Demonstrated ability and willingness to learn and effectively use new technology. DESIRED QUALIFICATIONS: • Experience supporting a CEO, C-suite executive or other senior organizational leader., • Experience with financial administration, expense reporting, credit card reconciliation, invoicing or similar business processes., • Experience supporting a Board of Directors, committees, membership organization, economic development organization or nonprofit., • Familiarity with Salesforce, HubSpot or similar CRM platforms and project management platforms such as Asana., • Experience coordinating meetings, events, stakeholder communications or special projects., • Interest in and experience using AI, automation and emerging technologies to improve administrative and organizational efficiency. CHARACTERISTICS OF THE SUCCESSFUL CANDIDATE: • The successful candidate will be highly organized, proactive, discreet, responsive and service-oriented, with the confidence to manage competing priorities in a fast-paced environment., • This individual will be comfortable interacting with senior executives and community leaders while also being willing to handle the detailed administrative work necessary to keep the executive office and organization operating smoothly., • Most importantly, the successful candidate will consistently think one or two steps ahead — anticipating what the President & CEO and organization will need rather than waiting to be asked. WORKING CONDITIONS: • Comfortable working conditions involving intermittent sitting, standing and walking., • Considerable exposure to deadline-driven and occasionally stressful situations as a result of the position’s responsibilities and interaction with internal and external stakeholders., • Occasional non-traditional working hours, which may include early mornings, evenings or events outside normal business hours., • Occasional travel may be required., • Operates a motor vehicle requiring a standard Virginia Driver’s License and a variety of standard office equipment. GRP VALUES: • Focused, • Disciplined, • Innovative, • Collaborative, • Inclusive + Diverse, • Passionate COMPENSATION AND BENEFITS: The Greater Richmond Partnership, Inc. offers a highly competitive compensation package. The annual salary range for this position is $65,000 to $80,000, commensurate with qualifications and experience. Additional benefits include: • Health, Vision and Dental, • Paid Time Off Benefit, • Paid Holidays, • Group Life Insurance, • Employee Assistance Program, • Short-Term and Long-Term Disability Plans, • Tuition Assistance Program, • Retirement Savings Plan A TEN-YEAR PERSONAL, CRIMINAL AND EMPLOYMENT BACKGROUND CHECK IS REQUIRED FOR THIS POSITION. The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. To apply, email your cover letter, resume and list of references to greaterjobs@grpva.com The Greater Richmond Partnership, Inc. is an Equal Opportunity Employer.
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