Executive Assistant I Job at International Executive Service Corps in Virginia B

Executive Assistant I

City of Virginia Beach | Aquarium Department

The Virginia Aquarium & Marine Science Center is seeking a highly organized, proactive, and detail-oriented Executive Assistant I to provide comprehensive administrative support to the Chief Operating Officer (COO). This position is essential to ensuring efficient departmental operations and effective communication at the executive level. This role is ideal for a professional who thrives in a dynamic environment, excels at managing multiple priorities, proactively problem-solves, and is passionate about supporting mission-driven work.

The Executive Assistant I reports to the COO, and performs complex clerical and administrative duties requiring discretion, initiative, and a strong commitment to customer service and operational excellence. The successful candidate will demonstrate exceptional communication skills, strong time management, and a commitment to continuous improvement.

Key Responsibilities

Administrative & Operational Support

• Provide administrative support to the COO, including calendar management, meeting coordination, and correspondence preparation.
• Schedule meetings, appointments, and events; resolve conflicts, prioritize time-sensitive matters and optimize the COO\'s time.
• Draft, proofread and update internal communications, letters, memos, reports, and presentations.
• Transcribe and distribute minutes for external, staff and board committee meetings.
• Respond to inquiries and “Contact Us” emails promptly; screen calls and visitors courteously and professionally.
• Manage ticket requests and compile financial documentation for use in reports.
• Prepare and submit expense reports timely and with accuracy.
• Maintain and update standard operating procedures, manuals, and AZA documentation.
• Monitor task progress and track follow-ups to ensure deadlines are met.
• Compile data and conduct research to support departmental projects and reporting.
• Maintain organized filing systems and electronic records.
• Make minor administrative decisions and effectively prioritize workload with minimal supervision.
• Operate standard office equipment and use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Departmental & Cross-Functional Support

• Review and route incoming mail on a rotating basis, working collaboratively as part of the department administrative support team.
• Provide secondary administrative support to the Marketing and Guest Services sections within the COO's portfolio.
• Provide support to the department director in the absence of other executive-level administrative staff or as needed.
• Perform other duties as assigned based on departmental needs.

About the Virginia Aquarium

The Virginia Aquarium & Marine Science Center is a leader in marine conservation, education, and research. As part of our team, you\'ll support a mission-driven organization dedicated to inspiring sustainability through conservation efforts that protect wildlife and their ecosystems, while delivering exceptional guest experiences and fostering community engagement.