Corporate Office Administrator/Executive Assistant

The Corporate Office Administrator and Executive Assistant ensures high-level administrative and operational support to the Executive Team and corporate office. This role manages reception services, coordinates administrative workflows, and serves as a central resource for employees and visitors. The Administrator maintains office readiness, supports cross-departmental needs, and contributes to a positive, service-focused office environment. Reports to VP of Corporate Administration

• Executive Support
• Provide proactive administrative support to the Executive team and senior leaders.
• Manage calendars, schedule corporate meetings, and coordinate activities of the Executive Team.
• Arrange travel logistics, prepare itineraries, and manage expense reporting.
• Prepare meeting materials, presentations, agendas, and follow-up summaries as requested.
• Maintain professionalism and confidentiality across all executive matters.
• Primary Responsibilities
• Manage all reception functions, including greeting visitors, answering phones, and directing inquiries.
• Maintain a professional and welcoming office environment.
• Coordinate mail handling, shipping, and receipt of deliveries.
• Maintain office and kitchen supply inventories in partnership with the Purchasing Agent.
• Monitor and support general office maintenance needs
• Schedule and coordinate travel arrangements.
• Provide general assistance to the Human Resources department.
• Maintain and administer the employee lawn care program.
• Coordinate/lead events and functions for the corporate office to include Veterans luncheon, holiday parties, awards, anniversary luncheon and when needed in collaboration with branch locations.
• Provide notary services as needed (if certified).
• Perform other related duties as assigned to support the efficient operation of the corporate office.

Required Qualifications / Attributes

• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Effective time management skills with the ability to meet deadlines.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong interpersonal skills and a customer service mindset.
• Ability to handle confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite and related software.
• Flexibility in hours and schedule as necessary.

Education and Experience

• Minimum of a HS Diploma/Associates degree in Business Administration or related field preferred.
• 5+ years of administrative support experience, including handling multiple priorities in a fast-paced environment
• 3+ years’ experience supporting senior leadership or executives
• Experience managing complex calendars, travel and expense reporting
• Proficiency with Microsoft Office Suite; ability to create professional documents, presentations, and reports.
• Demonstrated track record for providing exceptional customer service
• Office management experience
• Event planning experience
• Virginia Notary Public certification a plus.
• Minimum Physical Requirements
• Ability to sit, stand, and move throughout the office as needed.
• Ability to use a computer keyboard, monitor, and telephone for extended periods.
• Ability to lift and carry up to 15 lbs.
• Ability to communicate effectively in person and over the phone.

Virginia Green is committed to a diverse and inclusive workplace. All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability or other legally protected status. Experience Required

• 2 year(s): Microsoft suite experience; ability to create professional documents, presentations and reports
• 5 year(s): Administrative support experience, including handling multiple priorities in a fast-paced environment

Behaviors Required

• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations Required

• Self-Starter: Inspired to perform without outside help

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