Executive Administrative Coordinator

Monday – Friday, 8:00 a.m. to 5:00 p.m. Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Work Site Location Work Site Location Chesapeake, VA Position Driving Requirement Position Driving Requirement O - Occasional Pay Grade Pay Grade GE11 Pay Basis Pay Basis Semi-Monthly Advertised Salary Starts at $55,854; Depending on qualifications and experience. Job Description The City Manager’s Office is seeking an experienced administrative professional to assist with complex technical and administrative tasks in support of the City’s strategic planning, process improvement, and organizational transparency initiatives. This includes assisting with Freedom of Information Act (FOIA) requests to ensure compliance with applicable state and federal regulations. The position also provides operational support for process improvement initiatives and Strategic Plan tracking by coordinating logistics, managing project tracking systems, and preparing dashboards and reports. The successful candidate should be adept in technology, able to anticipate needs, and flexible and adaptable. The City seeks a proactive individual with a strong work ethic. The ideal candidate must possess superb organizational skills, the ability to multi-task in a fast-paced environment, and excellent communication skills. Competitive candidates should have the following attributes: Ability to develop and maintain productive professional relationships with staff, City officials, and others. Ability to provide excellent customer service adhering to the City’s CARES standards. Ability to hold and maintain the integrity of confidential or potentially compromising information handled in the City Manager’s Office and exercise a reasonable degree of care to prevent disclosure to others. Ability to work independently, accurately perform, and pay attention to details, including managing competing priorities. Typical tasks include: Receives, logs, and tracks Freedom of Information Act (FOIA) and public records requests within required deadlines. Communicates with FOIA requesters and City departments to clarify requests, and to coordinate gathering, reviewing, and redacting responsive records. Serves as the primary back-up to the Records/FOIA Analyst. Manages FOIA payments to include entering payments into the FOIA management system and following up on outstanding FOIA invoices. Maintains project trackers, timelines, and task lists to ensure progress of process improvement projects and Strategic Plan initiatives. Coordinates logistics for process improvement training program. Assists with gathering data regarding Strategic Plan updates. Develops status reports and visual summaries of project data and performance metrics. Provides administrative support to an assigned Assistant to the City Manager. Provides administrative support to all members of the executive leadership team as needed. The City of Chesapeake offers an exceptional range of benefits. Please browse our Benefits Brochure, for a full list of benefits and employee perks. Required Qualifications Vocational/Educational Requirement: Requires any combination of education and experience equivalent to a bachelor’s degree, in business administration, public administration, or a closely related field. Experience: In addition to satisfying the vocational/education standards, this class requires a minimum of two years of full-time equivalent experience in administrative support and supervision. Special Certifications and Licenses: Requires a valid driver’s license and a driving record that is in compliance with the City Driving Standards. Special Requirement: Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties. Preferred Qualifications Experience working with the Virginia Freedom of Information Act preferred. Experience working with process improvement programs, projects, or initiatives preferred. Job Open Date Job Open Date 07/22/2026 Job Close Date Job Close Date 08/04/2026 Special Instructions to Applicants ADA Checklist Overall Physical Strength Demands Overall Physical Strength Demands S=Sedentary - Exerting up to 10 lbs. occasionally or small weights frequently; sitting most of the time. Physical Demands C = Continuously- 2/3 or more of the time.F = Frequently- From 1/3 to 2/3 of the time.O = Occasionally- Up to 1/3 of the time.R = Rarely- Less than 1 hour per week.N = Never- Never occurs. Standing Standing Occasionally- Up to 1/3 of the time. Sitting Sitting Continuously- 2/3 or more of the time. Walking Walking Occasionally- Up to 1/3 of the time. Lifting Lifting Rarely- Less than 1 hour per week. Lifting Amount Lifting Amount Exerting up to 10 lbs Carrying Carrying Rarely- Less than 1 hour per week. Carrying Weight Carrying Weight Exerting up to 10 lbs Pushing/Pulling Pushing/Pulling Rarely- Less than 1 hour per week. Pushing/Pulling Weight Pushing/Pulling Weight Exerting up to 10 lbs Reaching Reaching Rarely- Less than 1 hour per week. Handling Handling Rarely- Less than 1 hour per week. Fine Dexterity Fine Dexterity Rarely- Less than 1 hour per week. Kneeling Kneeling N = Never Crouching Bending Rarely- Less than 1 hour per week. Twisting Twisting Rarely- Less than 1 hour per week. Climbing Balancing Continuously- 2/3 or more of the time. Vision Vision Continuously- 2/3 or more of the time. Hearing Hearing Continuously- 2/3 or more of the time. Talking Talking Continuously- 2/3 or more of the time. Foot Controls Foot Controls Continuously- 2/3 or more of the time. Machines, Tools, Equipment and Work Aids Used Smart Board, Laptop, Xerox Copier, Multi-line Phone and Scanner Protective Equipment Required Health and Safety D = DailyW = Several Times Per WeekM = Several Times Per MonthS = SeasonallyN = Never Mechanical Hazards Mechanical Hazards N = Never Chemical Hazards Chemical Hazards N = Never Electrical Hazards Electrical Hazards N = Never Fire Hazards Fire Hazards N = Never Explosives Explosives N = Never Communicable Diseases Communicable Diseases N = Never Physical Danger or Abuse Physical Danger or Abuse N = Never Other If Other, Description D = DailyW = Several Times Per WeekM = Several Times Per MonthS = SeasonallyN = Never Dirt and Dust Dirt and Dust N = Never Extreme Temperatures Extreme Temperatures N = Never Noise and Vibration Noise and Vibration N = Never Fumes and Odors Fumes and Odors N = Never Wetness/Humidity Wetness/Humidity N = Never Darkness or Poor Lighting Darkness or Poor Lighting N = Never Primary Work Location Non-Physical Demands C = Continuously- 2/3 or more of the time.F = Frequently- From 1/3 to 2/3 of the time.O = Occasionally- Up to 1/3 of the time.R = Rarely- Less than 1 hour per week.N = Never- Never occurs. Time Pressures Time Pressures Continuously- 2/3 or more of the time. Emergency Situations Emergency Situations N = Never Frequent Change of Tasks Frequent Change of Tasks Occasionally- Up to 1/3 of the time. Irregular Work Schedule/Overtime Irregular Work Schedule/Overtime Rarely- Less than 1 hour per week. Performing Multiple Tasks Simultaneously Performing Multiple Tasks Simultaneously Continuously- 2/3 or more of the time. Working Closely with Others as Part of a Team Working Closely with Others as Part of a Team Continuously- 2/3 or more of the time. Tedious or Exacting Work Tedious or Exacting Work Continuously- 2/3 or more of the time. Noisy/Distracting Environment Noisy/Distracting Environment Occasionally- Up to 1/3 of the time. Other If Other, Description Yes, the Records/ FOIA Analyst and an Assistant to the City Manager can perform the below primary tasks assigned to this position. Receives, logs, and tracks Freedom of Information Act (FOIA) and public records requests within required deadlines. Communicates with FOIA requesters and City departments to clarify requests, and to coordinate gathering, reviewing, and redacting responsive records. Serves as the primary back-up to the Records/ FOIA Analyst. Manages FOIA payments to include entering payments into the FOIA management system and following up on outstanding FOIA invoices. Maintains project trackers, timelines, and task lists to ensure progress of process improvement projects and Strategic Plan initiatives. Coordinates logistics for process improvement training program. Assists with gathering data regarding Strategic Plan updates. Develops status reports and visual summaries of project data and performance metrics. Provides administrative support to an assigned Assistant to the City Manager. Provides administrative support to all members of the executive leadership team as needed. Professional References Please provide contact information for professional references. Minimum Requests 0 Maximum Requests 4 Supplemental Questions Required fields are indicated with an asterisk (*). The City strongly values its CARES standards (Courteousness, Attentiveness, Resourcefulness, Empowerment, and Stewardship). Sometimes, the City is required to deny or withhold information from a Freedom of Information Act (FOIA) requester. Please explain how you would reconcile providing good customer service and upholding the CARES standards with compliance to City policy and legal requirements. (Open Ended Question) #J-18808-Ljbffr