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Executive Assistant

Position Information

Position Information

Working Title: Executive Assistant
Role Title: General Administration Supervisor I/Coordinator I
Posting Number: SW0171000
About Virginia Tech:

Virginia Tech is a public land-grant university, committed to teaching and learning, research, and outreach to the Commonwealth of Virginia, the nation, and the world. Building on its motto of Ut Prosim (that I may serve), Virginia Tech is dedicated to InclusiveVT—serving in the spirit of community, diversity, and excellence. We seek candidates who adopt and practice the Principles of Community, which are fundamental to our on-going efforts to increase access and inclusion, and to create a community that nurtures learning and growth for all of its members. Virginia Tech actively seeks a broad spectrum of candidates to join our community in preparing leaders for the world.

Position Summary:

The Executive Assistant provides specialized and complex administrative activities in support of the Associate Vice President for Advancement Services including coordinating and scheduling meetings, managing the AVP’s calendar, assisting in preparation of reports and correspondence, maintaining and updating systems and databases, managing special projects, and facilitating effective interaction within and outside the university. The Associate Vice President for Advancement Services functions as the chief operating officer for the Advancement Division, and relies on the Executive Assistant to set up effective and efficient processes to allow the AVP 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 management. He/she will have the role of communicating regularly with equivalent and/or higher level personnel within the university. 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 key projects, including benchmarking and reporting that requires extensive coordination with Advancement leadership.

The ideal candidate must be professional, organized, flexible, self-directed, have strong interpersonal skills, and be an effective communicator.

Core Responsibilities:

- Coordinate the activities of the Associate Vice President, including management of complex calendars, travel arrangements, and associated logistics.

- Develop an in-depth understanding of the Associate Vice President’s priorities, needs, and role within the university to appropriately commit time to those requesting access to the AVP.

- Develop, review, edit, and draft presentations and documentation in collaboration with the Associate Vice President and leadership team; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes. Compose correspondence as necessary and ensure usage of proper branding.

- Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university.

- Anticipate leadership needs and proactively solve problems and/or independently handle issues as necessary.

- Serve as the primary liaison to various internal and external constituencies on behalf of the Associate Vice President, including screening correspondence and telephone calls, prioritizing and keeping the Associate Vice President informed of all matters requiring their attention.

- Maintain the strictest levels of confidentiality and interact with appropriateness to all levels of the organization.

- Other special projects and duties as assigned.

Required Qualifications:

- Bachelor’s degree in Business Administration, Communications, or related field, or a combination of training and experience equal to a related bachelor’s degree.

- Demonstrated high-level administrative experience supporting executive level individuals within a fast-paced and demanding environment.

- Excellent communication skills.

- Ability to maintain strict accuracy and be hyper-sensitive to details.

- 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 multi-task, adapt to changing priorities, and meet deadlines.

- 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.

- Experience coordinating domestic travel arrangements.

Preferred Qualifications:

- Prior experience at Virginia Tech or other higher education environment.

- Demonstrated proficiency with Banner, HokieMart, and/or other related accounting systems.

- Demonstrated experience creating and maintaining policy and procedure documentation.

- Familiarity with project management tools.

- Prior experience working in a team-oriented environment.

- Proven editing and journalistic skills.

Employment Conditions: Must have a criminal background check
Must have a conviction check: Yes
Describe Other:
Employment Comments:

Reports to the Associate Vice President for Advancement Services.

How to Apply for this Job:

Interested candidates must apply online at Include with the application, a cover letter, resume, and list of references. Individuals with disabilities desiring accommodations should notify the Human Resources Service Center, 540-231-9331 or email A review of applications will begin after 1/12/18.

Employee Category: Staff (Salary)
Appointment Type: Regular
If restricted or temporary, enter end date:
FLSA Status: Non-exempt: Eligible for overtime
Academic Year or Calendar Year: Calendar Year
Percent Employment: Full-time
If part time, enter Percent Time:
Pay Band: 4
Pay Range: Commensurate with Experience
Department: University Development
Work Location: Blacksburg
Location, if not Blacksburg:
Location Zip Code: 24061
Work Schedule: M-F; 8 a.m. - 5 p.m.
Posting Date: 12/22/2017
Review Begin Date: 01/12/2018
Job Close Date:
Restricted to university employees only? No
Equal Opportunity/Affirmative Action Statement:

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, or veteran status; or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees, or applicants; or any other basis protected by law.

For inquiries regarding non-discrimination policies, contact the executive director for Equity and Access at 540-231-2010 or Virginia Tech, North End Center, Suite 2300 (0318), 300 Turner St. NW, Blacksburg, VA 24061.

Reasonable Accommodation Statement:

If you are an individual with a disability and desire accommodation please contact the hiring department.

Quick Link:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have an Interagency Placement Screening Form (Yellow Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only)
    • Yes
    • No
  2. * Do you have a Preferential Hiring Form (Blue Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only).
    • Yes
    • No
  3. * How did you first learn about this job opening?
    • Chronicle of Higher Education - online
    • Chronicle of Higher Education - print
    • Higher Ed Jobs (
    • Higher Education Recruitment Consortium - HERC (
    • Diverse Jobs (
    • Insight Into Diversity (
    • Indeed (
    • Roanoke Times Online (
    • Commonwealth of Virginia Jobs (
    • Virginia Tech job site (
    • Facebook
    • LinkedIn
    • Twitter
    • Job Fair (please describe below)
    • Journal (please describe below)
    • Listserv (please describe below)
    • Newspaper - print (please describe below)
    • Professional Conference (please describe below)
    • From a friend/acquaintance not associated with Virginia Tech (please name below)
    • From a Virginia Tech employee/representative/recruiter (please name below)
    • Veteran related event/site (please describe below)
    • Virginia Employment Commission - VEC
    • Other Virginia Tech affiliated website (please describe below)
    • Other job board such as Simply Hired, Career Builder, etc. (please describe below)
    • Other - Not listed (please describe below)
  4. Please describe recruiting source identified in previous question (if applicable):

    (Open Ended Question)

Required Documents

Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vita
  3. List of References
Optional Documents