Executive Administrative Coordinator

Position Details

Position Information

Working Title of Vacant Position Executive Administrative Coordinator Job Type Full Time Posting Type Public Number of Vacancies 1 Department CITY MANAGER Division CITY MANAGER Requisition Number 2026358 Number of hours worked per week 40 Work Schedule

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 Chesapeake, VA Position Driving Requirement O - Occasional Pay Grade GE11 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.

Posting Detail Information

Job Open Date 07/22/2026 Job Close Date 08/04/2026 Open Continuous 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 Occasionally- Up to 1/3 of the time. Sitting Continuously- 2/3 or more of the time. Walking Occasionally- Up to 1/3 of the time. Lifting Rarely- Less than 1 hour per week. Lifting Amount Exerting up to 10 lbs Carrying Rarely- Less than 1 hour per week. Carrying Weight Exerting up to 10 lbs Pushing/Pulling Rarely- Less than 1 hour per week. Pushing/Pulling Weight Exerting up to 10 lbs Reaching Rarely- Less than 1 hour per week. Handling Rarely- Less than 1 hour per week. Fine Dexterity Rarely- Less than 1 hour per week. Kneeling N = Never Crouching Never- Never occurs. Crawling Never- Never occurs. Bending Rarely- Less than 1 hour per week. Twisting Rarely- Less than 1 hour per week. Climbing Never- Never occurs. Balancing Continuously- 2/3 or more of the time. Vision Continuously- 2/3 or more of the time. Hearing Continuously- 2/3 or more of the time. Talking Continuously- 2/3 or more of the time. 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 = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never

Mechanical Hazards N = Never Chemical Hazards N = Never Electrical Hazards N = Never Fire Hazards N = Never Explosives N = Never Communicable Diseases N = Never Physical Danger or Abuse N = Never Other If Other, Description

Environmental Factors

D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never

Dirt and Dust N = Never Extreme Temperatures N = Never Noise and Vibration N = Never Fumes and Odors N = Never Wetness/Humidity N = Never Darkness or Poor Lighting N = Never Primary Work Location Office Environment

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 Continuously- 2/3 or more of the time. Emergency Situations N = Never Frequent Change of Tasks Occasionally- Up to 1/3 of the time. Irregular Work Schedule/Overtime Rarely- Less than 1 hour per week. Performing Multiple Tasks Simultaneously Continuously- 2/3 or more of the time. Working Closely with Others as Part of a Team Continuously- 2/3 or more of the time. Tedious or Exacting Work Continuously- 2/3 or more of the time. Noisy/Distracting Environment Occasionally- Up to 1/3 of the time. Other If Other, Description Can anyone assist the employee in performing the primary tasks assigned to this position? If yes, identify the eligible task(s)

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

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)

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

• Transcripts
• Letter of Recommendation
• Curriculum Vitae
• Media File
• Portfolio