Executive Assistant and Project Coordinator for the Vice President for Student Affairs

Virginia Tech•Blacksburg, VA

4d•Hybrid

About The Position

Virginia Tech's Division of Student Affairs is seeking an Executive Assistant and Project Coordinator for the Vice President for Student Affairs. This role involves providing a wide range of administrative support to the Vice President (VPSA), working collaboratively within the VPSA Suite alongside other staff. The position requires discretion, organization, and the ability to support senior leadership in a fast-paced, complex environment. The role is responsible for managing the VPSA's calendar, acting as a primary contact, coordinating logistical arrangements for events, and providing comprehensive project management and operational support for high-priority initiatives. This includes developing reports, managing timelines, improving workflows, and preparing speeches and presentations.

Requirements

Previous professional experience providing executive administrative support and/or working with a unit or senior-level manager in an academic or professional office environment.
Working with web-based platforms such as SharePoint, Microsoft Office 365, Google Workplace, Quickbooks, etc.
Working with and a strong proficiency with current office software applications such as MS Outlook, Word, Excel, PowerPoint, etc.
Creating outgoing correspondence and reports.
Providing exceptional communication with a high commitment to responsiveness and building professional, interpersonal relationships.
Managing complex and dynamic schedules/calendars for senior-level officials.
Working independently and making autonomous decisions with sound judgment.
Performing detail oriented work through a results oriented lens.
Anticipating needs, prioritizing assignments, managing projects, and meeting deadlines.
Training others and providing guidance on duties.
Working in a fast-paced environment with multiple interruptions while staying on task.
Interacting with people from diverse backgrounds.

Nice To Haves

Knowledge of Virginia Tech organizational structure.
Experience with university specific programs like Banner, Maxient, Chrome River, and HokieMart.
Experience with university and Commonwealth of Virginia policies and procedures related to personnel transactions, student records, travel, records management, etc.
Experience working in higher education providing administrative support at the senior management level.

Responsibilities

Serve as the primary contact point between the VPSA and all constituents and stakeholders, internal and external to Virginia Tech.
Schedule and coordinate the VPSA's calendar; ensure that the VP is always prepared (i.e., materials, presentations) and on schedule.
Maintain focus and a polite, professional disposition in a fast-paced environment with scores of internal and external visitors.
Ensure the office operates in a well-informed and efficient manner and conducts all forms of communication with the utmost confidentiality to maintain propriety and integrity.
Be responsible for understanding political protocol and etiquette and its implications; exercise excellent judgment and discretion in a highly visible position.
Coordinate logistical arrangements for events, meetings, and guests of the VPSA, which includes space reservations, food orders, and managing RSVPs.
Work independently to manage complex, administrative actions and resolve problems with thoughtful decision-making.
Provide comprehensive project management and operational support to the Office of the VPSA by leading and coordinating high-priority initiatives, developing reports and briefing materials, managing complex timelines, improving workflows, documenting procedures, and preparing speeches and presentations for internal audiences.