Executive Assistant

Job Description

Position summary:

The Executive Assistant, with a dotted line to the associate dean and assistant dean for business, finance, and administration in the College of Natural Resources and Environment, performs a broad range of administrative and executive duties, primarily for the dean, to maintain office functionality and act as a critical communicator in the dean’s absence.

The incumbent manages the dean’s calendar by scheduling appointments, organizing meetings, and preparing itineraries, agendas, meeting materials, and reports; composes correspondence and responds to emails and inquiries; assists with the dean’s travel arrangements and processes travel reimbursements; and uses discretion and judgment when referring to business matters or issues and distributing such matters among faculty and staff.

The Executive Assistant handles confidential materials and files for the college and liaises between the dean, Virginia Tech administration, college administration, departmental units, and other constituencies, including local, state, and national groups.

This position manages the college’s Promotion and Tenure process and research leave requests for submittal to the Provost’s office; plans and manages some events for the dean’s office, such as the annual State of the College Address and picnic, seminars, coffee hours with the dean, and leadership team retreats; serves as a contact person for building maintenance; and acts as the college’s leave representative, distributing leave report updates from Human Resources and explaining leave policies to ensure compliance with completing monthly employee leave entry reports.

Required Qualifications

Required qualifications:

• Bachelor’s degree in a related field or equivalent level of training and or experience.
• Previous experience managing the operations of an executive office environment and working with senior-level management.
• Maintains a professional and service-oriented demeanor in all interactions with diverse College of Natural Resources and Environment clientele, including national associations.
• Strong leadership skills and demonstrated flexibility in a highly structured organization.
• Ability to understand and interpret the role of the dean, associate deans, and assistant dean, anticipating senior management’s needs and making independent decisions.
• Exceptional analytical, interpersonal, organizational, and communication skills.
• Must be able to prepare executive communications.
• Ability to manage a dynamic schedule for the dean, associate dean, and assistant dean.
• Ability to work in a fast‐paced environment with changing priorities.
• Experience working with confidential matters.
• Ability to understand and work with university and state policies and procedures.
• High proficiency with Adobe Acrobat Pro and the Microsoft Office 365 Suite (Outlook, Word, Excel, and PowerPoint).
• Must have a working knowledge of web technology and demonstrated ability to use the web for research/information gathering.

Preferred Qualifications

Preferred qualifications:

• Considerable working knowledge of university organizational structure.
• Experience with university and Commonwealth of Virginia policies and procedures related to travel, procurement, records management, and university operational systems such as Banner, Chrome River, PageUp, TimeClock Plus, and HokieMart.
• Experience with Adobe Creative Cloud applications (InDesign, Photoshop, and Illustrator).
• Knowledge of external constituencies such as legislators and leaders in government and business.
• Experience in higher education, providing administrative support at the senior management level.
• Certified Administrative Professional certification or equivalent.

Pay Band

4

Appointment Type

Regular

Salary Information

$60,000 to $70,000 depending upon experience

Review Date

October 4, 2024

Additional Information

 

The successful candidate will be required to have a criminal conviction check.

 

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergra