Executive Assistant

Position Summary:

This position is responsible for providing executive level support to Visit Williamsburg’s CEO. In addition, this position manages day-to-day operations to ensure a safe and efficient workplace - enhancing operational procedures and office maintenance.

Essential Duties and Responsibilities:

• Draft communications on behalf of CEO
• Phone Calls and Emails – Manage, screen, and track phone calls and emails
• Calendar – Review, manage, and update complex calendars
• Travel – Handle travel arrangements (domestic and international) including itineraries, accommodations, and transportation
• Expense Tracking – Prepare, submit, and track expense reports on behalf of CEO
• Meetings – Coordinate logistics, agendas, and materials for internal and external meetings
  • Greet and direct meeting attendees on behalf of CEO
• Support the CEO with administrative duties such as invoicing, budgeting
• Build relationships with vendors and partners
• Office management
  • Ensure high standards of appearance for the physical office space
• Office maintenance
  • Manage the maintenance of office equipment (copiers, kitchen equipment, etc.); act as the first point of contact for issues
• Operations – Plan, coordinate, and monitor day-to-day operations of the office to create an organized and efficient workplace; purchase necessary equipment and supplies
• Safety – Maintain an understanding of safety requirements; ensure all staff receive necessary trainings
• Other duties as assigned

Education, Experience, and Skills Required:

 A Bachelor's degree is preferred

• 3+ years’ experience supporting a senior level/executive preferred
• Strong attention to detail is required
• Must be MS Office proficient: Excel, Word, PowerPoint
• Excellent verbal and written communication skills are required
• High level of confidentiality required
• Extremely organized and ability to work efficiently in a fast paced environment
• Must be willing to be on-call off hours, reachable by mobile phone
• Excellent problem-solving skills
• The ability to work independently as well as part of the team
• Be flexible, dependable, and results oriented