Job Start Date:Type of Position:Full-Time
Number of Openings:1
Job Location & Contact:
600 World Trade Center
Job Description:Secretary to the Board of Commissioners Responsibilities
Prepares Board correspondence and reports, researches information for Board, Executive Director or senior leadership; proofreads and edits correspondence, reports, etc. submitted by staff for Board Chairman’s or Executive Director’s approval or signature; types correspondence, reports, etc., from dictation or rough draft for dissemination to the Board, Executive Director or leadership team.
Prepares agendas, drafts resolutions and position papers, researches background information and assembles materials for Board of Commissioner meetings. Attends Board and Committee meetings and transcribes minutes; certifies, attests, or notarizes records; distributes minutes and carries out pertinent follow-up work.
Maintains Board records, i.e., minutes of meetings, terms of office and appointments, oaths of office, Board historical information, Commissioner information, Board rosters, and Board correspondence. Calculates and prepares expense and per diem reimbursements. Prepares orientation materials for newly-appointed Board members.
Interfaces between Executive Director and leadership team on Board and agency matters; ensures that delegated projects are completed within designated time frame. Acts as liaison to visiting dignitaries, government officials, and other visitors prior to the commencement of meetings.
In the Executive Director’s absence and in conjunction with Senior Executive Administrative Assistant, delegates work to appropriate staff members, ensures projects are completed within designated time frame, and ensures that Executive Director is represented at necessary meetings.
Schedules appointments and arranges domestic and international travel through contract travel agency or State Department of Aviation for Board of Commissioners, Executive Director, or other leadership team members. Reserves hotel accommodation and arranges ground transportation as needed.
Schedules and sets up meeting rooms for outside agencies as well as VPA staff; assists in arranging various internal/external meetings. Answers incoming telephone calls and directs calls to appropriate staff members or responds to inquiries. Communicates routine correspondence for the VPA Board of Commissioners, Maritime Community, and state agencies.
Coordinates data collection based on Board actions requiring input from the senior leadership team. Obtains approval/input of the Executive Director or appropriate senior leader when preparing technical correspondence, reports, or minutes, or arranging an important function.
Ensures public records and information are managed, maintained, and disposed in accordance to the Library of Virginia retention and disposition schedules and the Virginia Port Authority records management policies and procedures.
Ensures compliance with all security, safety, and environmental regulations and policies within work area at all times. This includes properly addressing issues through action or reporting issues and concerns to Manager.
All other duties as assigned.
Experience Required:Minimum Qualifications
High School diploma or equivalent required, some business school preferred. At least five years’ secretarial/administrative experience preferred, with a minimum of two years at the executive assistant level.
Comprehensive knowledge of executive office practices and procedures.
Demonstrated ability to handle diverse administrative work, communicate effectively and diplomatically with the public.
Ability to type, prepare minutes and transcribe accurately and rapidly.
Skilled in the use of MS Office Suite.
Notary license or ability to obtain within six months.
Ability to travel throughout the Commonwealth to set up and attend meetings.
Selected applicant must be able to pass a pre-employment background check which may include any of the following: Academic record and verification of education and/or certifications; Employment history (including references); Criminal history; Driving record; Fingerprinting; drug and alcohol testing, Fit for duty Physical, Other records or information related to the candidate's suitability for the position.
Selected applicant must be able to obtain a TWIC (Transportation Workers Identification Card).
How to Apply:theportofvirginia.com
Application Deadline:Jan 01, 1900