Executive Assistant to Office VP Finance

Job Description

Reporting to the Chief of Staff and supporting strategic operations for the Office of the Vice President for Finance and Chief Financial Officer, the Executive Assistant performs a wide variety of activities to provide exceptional administrative assistance to the Vice President and CFO’s Office, including the Chief of Staff and varying members of the Vice President’s leadership team, with extensive interaction with executive university administration, business and community leaders, and executive offices of other colleges and universities.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Core responsibilities

• Provide sophisticated calendar management for the vice president and other members of the division's leadership team.
• Complete a broad variety of administrative tasks that facilitate the vice president’s and leadership team’s ability to effectively lead the organization.
• Organize meeting materials.
• Coordinate travel and expense arrangements.
• Anticipate leadership needs, proactively solve problems, and handle issues independently as necessary.
• Manage all incoming and outgoing correspondence and phone calls; screen and route calls and correspondence to appropriate personnel when necessary to ensure efficient use of the vice president’s and assistant vice president’s time.
• Act as a liaison and provide support for university events/programs/initiatives with broad and external impact. Conducts the activities of the office in a professional, organized, and efficient manner, handling confidential and sensitive matters with utmost discretion.
• Support divisional leadership engagement and outreach efforts with broad and external impact.
• Coordinate projects and provide support to key office initiatives such as the fellowship and internship programs, administration of searches, and coordination of ad-hoc projects.
• Assist with other projects/initiatives/duties as assigned for the overall benefit of the division.

The Executive Assistant is the forward-facing representative for the Office of the Vice President for Finance and Chief Financial Officer, and provides a professional and courteous representation and demonstrated commitment to the Virginia Tech Principles of Community.

Required Qualifications

• Bachelor’s degree in a relevant field or applicable combination of education, training, and/or experience.
• Expert proficiency with Microsoft Office and desktop publishing software.
• Exceptional organizational skills and impeccable attention to detail.
• Strong verbal and written communication skills.
• Experience in drafting and editing correspondence, reports, and error-free documents in a timely manner.
• Strong proofreading skills.
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, donors, and funded partners.
• Demonstrated ability to work collaboratively in a team atmosphere; demonstrated discretion and a high level of integrity with confidential information, and use of sound judgment in decision making.
• Demonstrated ability to make appropriate, informed decisions regarding priorities and available time.
• Demonstrated ability to complete a high volume of tasks and projects with little or no guidance.
• Demonstrated ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Demonstrated ability to be self-directed, take ownership of the position, and conduct the activities of the office in a courteous and efficient manner.
• Willingness to switch gears at a moment’s notice.

Preferred Qualifications

• Significant executive support experience, including supporting C-level executives.
• Working knowledge of university organizational structure, policies and procedures, and governance system.
• Proficiency with Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).
• Knowledge of financial and procurement systems (e.g., Banner, Chrome River, Hokie Mart).
• Experience working with important external constituencies such as legislators, and leaders in government,…