Executive Assistant to the Department Head

Job Description

The Executive Assistant will provide administrative, programmatic and finance analysis support to the Electrical and Computer Engineering Department Head. The Executive Assistant will maintain the Department Head’s calendar and ensure the Department Head is well-prepared and has the materials needed for meetings and presentations. This position requires administrative support and preparation of various high-level meetings such as advisory board meetings. The Executive Assistant will manage the travel arrangements and reimbursements for the Department Head and serve as first point of contact and liaison for visitors, guests, and invited speakers. Executive Analysis Support Assistant will also support the financial management of sponsored research, manage funds and travel reimbursement and coordinate with department on research expenditures. This position requires the ability to work independently and with complex confidential matters while using sound judgment and decision-making skills to ensure the professionalism and integrity of the Department Head’s office. This position requires a person who is action-oriented, flexible, multi-tasking, and maintains composure and positive customer service attitudes in a complex higher education professional environment.

Required Qualifications

-Previous experience providing executive administrative and financial analysis support in a professional environment in an academic environment preferably working with Research Centers or other mixed department and research funding sources.
-Previous experience working with international students and awareness of immigration
policies as they apply to students.
-Strong word processing, spreadsheet, database, and general office software skills
including familiarity with the MS Office suite.
-Strong verbal and written skills with the ability to interact effectively and positively with a
population of diverse individuals
-Strong organizational skills with strict attention to details
-Ability to maintain confidentiality, meet strict deadlines, and work with minimal
supervision
-Demonstrated ability to handle and prioritize multiple tasks, and work independently

Preferred Qualifications

-Bachelor’s degree in business with a focus on finance or closely related field or equivalent
level of training and/or experience.
-Previous administrative experience working at Virginia Tech or another higher education
environment
-Knowledge and familiarity with university policies and procedures
-Previous experience with event planning and logistical support

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

47,000 - 58,000

Hours per week

40

Review Date

05/07/2025

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 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

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