Executive Assistant I

Prince William County Service Authority; Woodbridge; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading service authority is seeking an experienced executive administrative assistant to support senior management. The role involves coordinating schedules, managing communications, and maintaining confidentiality. Ideal candidates will have strong organizational and communication skills, with a proven track record in executive support.

Qualifications

• At least five years of executive administrative experience.
• Experience supporting Executive or C-Suite roles.

Responsibilities

• Serve as primary administrative assistant to Deputy General Managers.
• Manage schedules, prioritize tasks, and oversee visitor access.
• Compose, proofread, and edit correspondence and reports.

Skills

Communication

Organizational Skills

Analytical Thinking

Problem-Solving

Interpersonal Skills

Education

High School diploma or GED

Tools

Microsoft Office

Job description

Position Summary

Provides advanced administrative support primarily to the Deputy General Managers and other Executive Management staff with high accuracy, speed, and knowledge. Collaborates with the Executive Assistant II (EAII) to support the Executive Office and Board of Directors. The role involves coordinating complex staff schedules, composing and editing critical documents, and responding to division requests in a fast-paced, confidential environment. Demonstrates commitment to diversity, equity, and inclusion.

Position Responsibilities / Essential Job Functions

• Serve as the primary administrative assistant to the Deputy General Managers, supporting the General Manager and other Executive staff, maintaining confidentiality at all times.
• Handle office communications, manage schedules, prioritize tasks, and oversee visitor access.
• Manage and review calendars, prioritize deadlines, and communicate upcoming commitments.
• Assess and process incoming forms and documents, ensuring timely responses and actions.
• Exercise discretion and judgment in analyzing daily activities and resolving issues.
• Compose, proofread, and edit correspondence and reports with minimal guidance.
• Prepare Board packages, arrange their delivery, and assist with Board meeting logistics.
• Maintain professional communication with Board Members, officials, and stakeholders.
• Oversee office supplies, equipment, and update division procedures and contact lists.
• Coordinate meetings and events, including logistics and resource preparation.
• Manage contracts, purchase orders, vendor relations, and process invoices.
• Transcribe meeting minutes and retrieve relevant articles and documents.
• Arrange travel and process expense reports for staff.
• Serve as backup to the EAII, reconcile credit card statements, and manage special projects.
• Perform Notary duties and prepare for official events.
• Perform other duties as assigned.

Essential Skills and Experience

Competencies:

• Experience supporting Executive or C-Suite roles, including scheduling and office management.
• Proficiency with standard office equipment and Microsoft Office; ability to learn additional software.
• Excellent written and verbal communication skills, with strong proofreading and editing capabilities.
• Discretion in handling sensitive information.
• Strong organizational skills, with the ability to prioritize and manage complex schedules.
• Analytical thinking, problem-solving, and sound judgment.
• Strong interpersonal skills and ability to build relationships.
• Proactive, versatile, and able to work independently under pressure.

Minimum Education and Experience:

• High School diploma or GED, with relevant advanced training preferred.
• At least five years of progressively responsible executive administrative experience, including project coordination.

Certifications and Other Requirements:

• Availability to work beyond normal hours for meetings and events.
• Notary Public certification required or to be obtained within three months of hire.

Management Experience:

• None required.

Physical Demands and Work Environment

The role involves mostly light physical activity, including walking, lifting up to 30 pounds, and operating office equipment. Work is indoors in a standard office environment with moderate noise levels, and may require work beyond scheduled hours to attend meetings and work sessions. Reasonable accommodations are available for individuals with disabilities.