Executive Assistant & Project Coordinator
About The Position
The Executive Assistant provides executive support to the Senior Associate Vice President and Chief Operating Officer (SrAVP/COO) for the Advancement Division, including coordinating and scheduling meetings, managing the SrAVP/COO's calendar, assisting in the preparation of reports and correspondence, maintaining and updating systems and databases, managing special projects, and facilitating effective interaction within and outside the university. The SrAVP/COO relies on the Executive Assistant to be proactive and set up effective and efficient processes to allow the SrAVP/COO to focus time and effort strategically to achieve key division goals. He/she provides critical support through research, analysis, writing, information coordination, relationship management, and project coordination. This role involves maintaining regular communication with colleagues and stakeholders across the university and with external partners at various levels of responsibility. The Executive Assistant will work on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities, including confidential and sensitive matters, with the utmost discretion. The Executive Assistant is responsible for independently managing and tracking key projects, including benchmarking and reporting that requires extensive coordination with Advancement leadership and colleagues. The Executive Assistant will be a trusted professional who is aligned with the SrAVP/COO and leadership of Advancement, using sound judgment to make reasonable decisions in the absence of direction. The ideal candidate must be professional and demonstrate emotional intelligence through strong interpersonal skills, the ability to influence key stakeholders, and adaptability. In addition, the candidate must be organized, self-directed, and be an effective communicator and collaborator.
Requirements
- Bachelor's degree in Business Administration, Communications, or related field or combination of education, training and experience.
- Demonstrated significant high-level administrative experience supporting executive level individuals within a fast-paced, self-directed, and demanding environment.
- Excellent communication skills.
- Ability to maintain strict accuracy and be hyper-sensitive to details.
- Demonstrated exceptional planning and organizational skills.
- Proven ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
- Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
- Ability to multitask, adapt to changing priorities, and meet deadlines.
- Demonstrated advanced computer skills and demonstrated proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
- Proven experience working with SharePoint or a similar document sharing system.
- Demonstrated experience coordinating domestic travel arrangements.
Nice To Haves
- Prior experience at Virginia Tech or other higher education environment.
- Demonstrated proficiency with analyzing and summarizing information using Excel.
- Demonstrated experience in supporting projects with multiple priorities, deadlines, and constituents.
- Demonstrated experience creating and maintaining policy and procedure documentation.
- Demonstrated experience in SharePoint.
- Demonstrated experience in OneNote.
- Prior experience with the Advancement model.
- Familiarity with project management tools.
- Prior experience working in a team-oriented environment.
- Proven editing and journalistic skills.
Responsibilities
- Coordinating and scheduling meetings
- Managing the SrAVP/COO's calendar
- Assisting in the preparation of reports and correspondence
- Maintaining and updating systems and databases
- Managing special projects
- Facilitating effective interaction within and outside the university
- Providing critical support through research, analysis, writing, information coordination, relationship management, and project coordination
- Managing and tracking key projects, including benchmarking and reporting that requires extensive coordination with Advancement leadership and colleagues
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Industry
Executive, Legislative, and Other General Government Support
Number of Employees
101-250 employees
