Executive Assistant to the Chief of Police

Description

As the Executive Assistant to the Office of the Chief of Police, this position serves as the key liaison and support figure in the efficient functioning of the office of the Chief of Police. This position facilitates the smooth operation of executive-level activities and provides comprehensive administrative support to ensure the smooth operation of daily activities that contribute to the overall effectiveness of the Lynchburg Police Department.

Essential Duties

• Manage schedules and coordinate meetings while prioritizing the most sensitive matters.
• Assist in providing an optimum work-life balance.
• Provide thoughtful input and support.
• Arrange travel and logistics.
• Provide background research and well-organized agendas for meetings and projects as requested by the Chief of Police or his designee.
• Serve as a primary point of contact for internal and external stakeholders by screening calls, managing inquiries and emails and prioritizing correspondence.
• Maintain accurate and organized records, files and databases, including confidential materials such as personnel files, memorandums of understanding, contracts, and sensitive documents.
• Process all documents for signature inside the Chief's Office.
• Prepare and edit reports, presentations and other documents as needed — ensuring accuracy and consistency.
• Manage information flow throughout the office, disseminate relevant updates, memos, announcements and events to all office staff.
• Prepare and seek meeting agendas.
• Attend and take minutes at meetings and follow up on action items to ensure timely execution.
• Assist in the coordination and implementation of special projects, public engagement and initiatives by conducting research, preparing reports, and providing logistical support as needed.
• Oversee the day-to-day operations of the Chief of Police's office, including office supplies management, equipment maintenance, and facility coordination.
• Ensure compliance with city policies, procedures and regulations.
• Assist in drafting and updating office policies and references as needed.
• Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times.
• Foster positive working relationships with city department heads, elected officials, community stakeholders and external agencies to facilitate effective communication and collaboration.
• Collaborate with other administrative staff and command staff to ensure seamless coordination and communication across the organization.
• Undertake special assignments and ad-hoc tasks as delegated by the Chief of Police and his staff, demonstrating flexibility and adaptability in responding to evolving needs.
• Serve as a notary public.

• Other duties to provide direct or indirect service to the citizens may be assigned.
• When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.

Minimum Education and Experience Required

• Experience in an extremely fast-paced work environment with constantly shifting priorities, a large and varied workload and short deadlines, all of which require an extremely strong attention to detail; and a high adaptability to accept and competently handle additional duties and/or responsibilities as required by the changing demands of the office.
• Experience in office management and in assisting an executive officer in addressing complex administrative problems and functions preferred.

Additional Requirements

• Possession of a valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
• Required to obtain/update Notary Public license within 90 days of start date.
• Must pass a thorough background, polygraph, and credit examination. Drug and alcohol screen.
• Must successfully complete ISI00 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
• Please attach a copy of your educational transcripts to your application.