Office Manager & Executive Assistant, Invest

Virginia Tech Foundation•Richmond, VA

7h•$55,000 - $60,000•Hybrid

About The Position

The Office Manager & Executive Assistant provides administrative and operational support primarily to the Richmond-based Investment Team, with additional remote support to the Blacksburg-based Treasury and Finance Team. Reporting to the Chief Investment Officer, the role coordinates schedules, travel, office operations, Investment Committee logistics, document management, and administrative support for the Chief Investment Officer and team. This is a classified, non-exempt position located in the Foundation’s Richmond office. After the initial training period, the position may work remotely up to one day per week. Work hours are flexible based on business needs and supervisor approval. Candidates should anticipate working a minimum of 30 hours per week, with five to ten hours allocated to the Treasury and Finance Team. The ideal candidate is service-oriented, collaborative, self-motivated, highly organized, attentive to detail, and able to take ownership of responsibilities, prioritize competing demands, and assist with a variety of tasks.

Requirements

High school diploma or equivalent required.
Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
Ability to handle confidential information with sound judgment and discretion.
Strong written and verbal communication skills and a professional, service-oriented approach.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to work independently, anticipate needs, follow through on commitments, and collaborate across locations and functions.
Regular use of a computer and standard office equipment; occasional lifting and carrying of office supplies up to 20 lbs.

Nice To Haves

Associate or bachelor’s degree preferred.
Three or more years of administrative, office management, executive support, or related experience preferred.
Experience with DocuSign, document management systems, expense reporting systems, or similar business technology preferred.

Responsibilities

Manage the Chief Investment Officer’s calendar, meeting preparation, and workflow, including timely completion of Board and committee materials.
Coordinate meetings, schedules, and travel for the Investment Team and the Treasury and Finance Team.
Coordinate logistics for quarterly Investment Committee meetings with staff in Richmond and Blacksburg.
Manage the quarterly process for preparing and distributing Investment Committee materials, including tracking deadlines and coordinating contributions.
Attend quarterly Investment Committee meetings and prepare minutes for review and approval.
Coordinate signatures for legal documents, consents, and other materials using DocuSign.
Administer Fundamatic and ensure Investment Team documents are saved daily and properly labeled, tagged, retained, and organized.
Assist staff with periodic expense reports and process recurring Richmond office expenses, including parking, cable, internet, and other office services.
Order and maintain office and hospitality supplies and coordinate with office vendors and service providers.
Coordinate the maintenance and operation of office equipment, including troubleshooting issues and working with vendors or other resources to resolve problems.
Support annual intern recruiting, including interview scheduling and candidate communications.
Coordinate onboarding and offboarding for Richmond employees and interns with Human Resources and Technology staff in Blacksburg.
Coordinate workspaces, equipment, access, supplies, and first-day logistics for new employees and interns.
Provide general administrative and project support to Richmond-based staff and the Treasury and Finance Team as needed, and perform other duties as assigned.