Virginia executive assistant employment contract template

Virginia Executive Assistant Employment Contract

This Virginia Executive Assistant Employment Contract (the “Agreement”) is made and entered into as of [Date] by and between [Employer Full Legal Name], a [State] [Business Type] with its principal place of business at [Employer Address] (“Employer”), and [Employee Full Legal Name], residing at [Employee Address] (“Employee”).

1. Position

• Option A: The Employer hereby employs the Employee as a full-time Executive Assistant.
• Option B: The Employee shall perform the duties of Executive Assistant, as further described herein, reporting directly to [Executive Name(s)].

2. Job Duties

• The Employee's duties shall include, but not be limited to:
  • Managing and maintaining executive calendars.
  • Arranging travel itineraries and accommodations.
  • Preparing confidential correspondence and reports.
  • Organizing meetings, preparing agendas, and recording minutes.
  • Conducting research and gathering information as needed.
  • Providing personal administrative support to executives.
  • Liaising with vendors and service providers.
  • Drafting and editing documents and presentations.
  • Screening telephone calls and visitors.
  • Coordinating office operations and supplies.
  • Handling sensitive and confidential executive matters with discretion.
• Employee acknowledges that the requirements of the position may evolve.

3. Required Skills and Qualifications

• The Employee represents and warrants that they possess the following skills and qualifications:
  • Proficiency in Virginia office compliance protocols.
  • Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent communication, interpersonal, and organizational skills.
  • Ability to maintain confidentiality and exercise discretion.
  • Knowledge of workplace safety and data handling regulations applicable in Virginia.
  • Prior experience in an executive assistant role is preferred.

4. Reporting Relationships

• The Employee shall report directly to [Executive Name(s)].
• The Employee is expected to interact professionally with all other staff members.
• The Employee shall maintain the confidentiality of all sensitive company information.

5. Workplace Location and Remote Work

• Option A: The Employee's primary workplace location shall be [City, Virginia]. This is an in-person role.
• Option B: The Employee's primary workplace location shall be [City, Virginia]. This is a hybrid role with [Number] days per week remote work allowed.
  • Remote work is subject to Employer's Remote Work Policy. Employee must maintain a secure home office environment.
  • The Employee may be required to travel within or outside Virginia as needed.
• Option C: The Employee's primary workplace is remote. Employee must maintain a secure home office environment in compliance with Employer's Remote Work Policy.
  • Employee may be required to travel to the company headquarters in Virginia as needed.

6. Employment Type and Hours

• The Employee's position is full-time.
• The standard work week is [Number] hours per week.
• The Employee is [Exempt/Non-Exempt] from overtime under the Fair Labor Standards Act (FLSA) and the Virginia Minimum Wage Act.
  • If Non-Exempt: Overtime will be paid at a rate of one and one-half (1.5) times the Employee's regular hourly rate for all hours worked over 40 in a workweek, as required by Virginia law.
• The Employee is required to accurately track their time worked.
• Lunch and rest breaks will be provided in accordance with Virginia law.
• Option A: Flex-time arrangements may be available, subject to the approval of [Executive Name(s)].
• Option B: No flex-time arrangements are offered for this role.

7. Compensation

• Option A: The Employee's base annual salary shall be [Dollar Amount], payable [Frequency, e.g., bi-weekly].
• Option B: The Employee's hourly rate shall be [Dollar Amount], payable [Frequency, e.g., bi-weekly].
• Overtime, if applicable, will be calculated in compliance with Virginia law.
• The Employee may be eligible for a performance bonus or other discretionary incentives, as determined by the Employer.
• Pay stubs and wage statements will be provided in accordance with Virginia law.

8. Employee Benefits

• The Employee shall be eligible for the following benefits, subject to the terms and conditions of the Employer's benefit plans:
  • Health insurance.
  • Dental insurance.
  • Vision insurance.
  • Paid time off (PTO), including vacation days, sick leave, and personal days. Specifically, [Number] vacation days, [Number] sick days, and [Number] personal days per year.
  • Eligibility for paid leave for Virginia state holidays.
  • Retirement plan access (e.g., 401(k)).
  • Option A: Transportation allowance of [Dollar Amount] per month.
  • Option B: No Transportation allowance.
  • Option A: Wellness benefits, as described in the Employee Handbook.
  • Option B: No Wellness benefits.
  • Reimbursement for job-related certifications specific to executive assistants, subject to Employer approval.
• The Employer reserves the right to amend its benefit plans at any time, as permitted by company policy and Virginia law.

9. Confidentiality

• The Employee acknowledges that they will have access to confidential and proprietary information of the Employer and its executives, including but not limited to trade secrets, financial information, personnel information, and client data.
• The Employee agrees to hold all such information in strict confidence and not to disclose it to any third party without the Employer's prior written consent.
• This confidentiality obligation shall continue both during and after the termination of employment, in accordance with the Virginia Uniform Trade Secrets Act.

10. Work Product and Intellectual Property

• All work product created by the Employee in the course of their employment, including but not limited to executive support materials, documentation, reports, and digital files, shall be the sole property of the Employer.
• The Employee hereby assigns to the Employer all right, title, and interest in and to such work product, including all intellectual property rights therein.

11. Use of Personal and Company Devices

• The Employee shall adhere to the Employer's IT and data security protocols at all times.
• The Employee shall not use personal devices for work purposes unless expressly authorized by the Employer.
• The Employee understands and agrees to abide by Virginia privacy and cybersecurity regulations.

12. Standards for Conduct and Performance

• The Employee shall maintain a professional appearance and demeanor at all times.
• The Employee shall be punctual and maintain consistent attendance.
• The Employee shall adhere to the Employer's communications policy.
• The Employee shall use confidential executive information appropriately and responsibly.
• The Employee shall comply with all executive office etiquette and safety rules.

13. Anti-Discrimination and Anti-Harassment

• The Employer is committed to providing a workplace free of discrimination and harassment.
• The Employer prohibits discrimination and harassment based on race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, veteran status, or any other characteristic protected by Virginia law.
• The Employee is encouraged to report any incidents of discrimination or harassment to [Designated Contact/Department]. Retaliation against any employee who reports discrimination or harassment is strictly prohibited.

14. At-Will Employment

• The Employee's employment is at-will, meaning that either party may terminate the employment relationship at any time, with or without cause and with or without notice, subject to any written notice requirements stated below.
  • Option A: Either party shall provide [Number] days written notice of termination.
  • Option B: No notice period is required.
• Upon termination, the Employee shall receive their final paycheck in accordance with Virginia wage payment statutes.
• The Employee shall return all company property, including devices, access cards, and confidential documents, to the Employer upon termination.
• The Employee shall cooperate with the Employer in ensuring a smooth transition of their duties.

15. Termination

• The Employer may terminate the Employee's employment for cause, including but not limited to breach of confidentiality, gross misconduct, or breach of executive office trust.
• The Employee may voluntarily resign their employment by providing [Number] days written notice to the Employer.
• Termination will be handled in accordance with applicable Virginia legal requirements. Severance may be offered depending on the circumstances of termination and is at the employer's sole discretion.

16. Business Expense Reimbursement

• The Employee shall be reimbursed for reasonable business expenses incurred in connection with their employment, subject to the Employer's expense reimbursement policy.
• Expenses must be properly documented and submitted for approval.
• Reimbursement will be provided for travel arrangements, executive meeting logistics, and other purchases related to the performance of their duties.

17. Conflict of Interest

• The Employee agrees not to engage in any side employment or business activities that would directly compete with or present a conflict of interest for the Employer or supported executive.
• The Employee shall disclose any potential conflicts of interest to the Employer immediately.

18. Restrictive Covenants

• Option A: The Employee agrees to not solicit employees or clients of the Employer for a period of [Number] months following termination of employment.
• Option B: The Employee agrees not to disparage the Employer or its executives, either during or after employment.
• Employee understands that any restrictive covenants are subject to Virginia law, including Virginia Code § 40.1-28.7:8, and will be interpreted accordingly.

19. Occupational Health and Safety

• The Employer shall comply with all applicable Virginia and federal occupational health and safety standards.
• The Employee shall adhere to all workplace safety protocols.
• The Employee is covered by the Employer's workers' compensation insurance.

20. Record Retention and Information Governance

• The Employee shall adhere to the Employer's record retention and information governance policies for executive files and correspondence.
• All records shall be maintained in accordance with Virginia state practice.

21. Mandatory Training

• The Employee shall participate in mandatory training programs, including anti-harassment training, cybersecurity awareness training, and workplace safety training.

22. Intellectual Property Assignment

• The Employee hereby assigns to the Employer all right, title, and interest in any intellectual property, inventions, or copyrights created by the Employee in the course of their employment.

23. Dispute Resolution

• The parties agree to attempt to resolve any employment disputes through good faith informal resolution, mediation, or arbitration.
• Any legal action arising out of or relating to this Agreement shall be governed by the laws of the Commonwealth of Virginia, and the venue for any such action shall be [City/County, Virginia].

24. Compliance with Laws

• This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia.
• The Employee acknowledges that they have received a copy of the Employer's employee handbook and executive office policies, which are incorporated herein by reference to the extent that they are consistent with this agreement.

25. Entire Agreement

• This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

26. Amendment

• The Employer reserves the right to update this Agreement as required by changes to Virginia law or Employer policies, upon written notice to the Employee.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

Employer:

____________________________
[Employer Representative Printed Name]

____________________________
Signature

[Date]

Employee:

____________________________
[Employee Printed Name]

____________________________
Signature

[Date]