Sail250® Virginia, Norfolk, VA 

Open Position: Full Time Professional Executive Administrative Assistant

 

Overview

Sail250® Virginia (www.sail250virginia), a division of Norfolk Festevents, Ltd, and based in downtown Norfolk, VA, is seeking a personable, highly organized, motivated, full time, Professional Executive Administrative Assistant from May 1,2025 - September 30, 2026 to support the Sail250VA CEO and Executive Team. 

 

The position is in person and on location, Monday – Friday, 8-hour workday, and requires flexibility with office hours as needed associated with the project. 

 

This role is essential to ensure the smooth operation of the Sail250®Virginia office, project planning, and providing high-level administrative support. The ideal candidate must be reliable and accountable, have worked in an office/administrative setting, and possesses exceptional organization, problem solving, communication skills, troubleshooting capabilities, action and results oriented work ethic, attention to detail, and the ability to manage multiple tasks efficiently in a very fast-paced environment.

 

Duties

Provide comprehensive administrative support including:

• Recording, filing documents, and maintaining organized records.

• Research data and information to support project planning and execution. 

• Manage office systems, including copiers, printers, office phones, and other standard office equipment.

• Have IT experience to troubleshoot with staff and IT providers and other office equipment vendors and building management. 

• Perform data entry tasks accurately and efficiently to maintain up-to-date information in databases.

• Schedule meetings, travel, and maintain calendars for senior executive staff. 

• Serve as primary coordinator for general emails and phone calls, directing and/or answering inquiries appropriately as needed.

• Transcribe meeting notes and prepare reports for distribution.

• Coordinate projects by tracking timelines, resources, and deliverables to ensure successful completion.

• Assist with event planning, including logistics for meetings, conferences, and corporate events.

• Serve as a liaison between executives and other staff members or external contacts.

• Coordinate with staff on purchase order process and budget reports with Business Manager.

 

Qualifications, Experience and Requirements

• A minimum of 4 years of professional experience in administrative office management or a similar administrative role.

• Professional, mature, reliable, responsible, and efficient.

• Strong public relations personality. 

• Excellent written and verbal communication skills.

• Excels in office software (e.g., Microsoft Office Suite).

• Demonstrated success in developing and executing plans in complex, fast-paced, high-profile situations. Creative problem solver. 

• Ability to manage urgent multitasking, multifaceted scheduling, complex system implementations, and collaborating with cross-functional teams and organizations to achieve goals.

• Proficiency in math skills, generating financial reports and other reports that will require excellent math and analytical skills. 

• Exceptional comprehensive organizational skills with the ability to prioritize tasks effectively. 

• Experience in project coordination and event planning.

• Experience with data entry processes and maintaining accurate records.

• Must be proactive, able to work well with a team, follow directions, and be an initiative-taker as the assignments require. 

 

Additional Requirements

• Only non-smoking and non-recreational drug user candidates considered. 

• Must be able to work in the office with a service dog. 

• Must be able to walk upstairs and lift at least 50 lbs. 

• Must be able to perform job duties in all summer weather conditions in the weeks of June 10- June 23, 2026. 

• Minimum high school or equivalent degree/certificate required. 

• Three recent letters of reference from related work experiences. 

• Must have own car and able to commute to work on daily basis. 

• All employees must have clear criminal and DMV records and authorize Norfolk Festevents to conduct relevant background checks. 

 

If you are a qualified and motivated individual looking to contribute to a dynamic team while applying your administrative skills and experiences, we encourage you to consider this exciting opportunity as an Executive Administrative Assistant. Please, only qualified candidates apply.  

 

Send your resume and three recent letters of reference to Sail250Vainfo@festevents.org

 

No phone calls, please. 

Thank you, 

Sail250® Virginia 

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