Executive Assistant to the VP of Communications and Marketing

Job Description

The Executive Assistant provides specialized and complex administrative support, to ensure that the Vice President for Communications and Marketing can lead an integrated communications operation across campus that supports Advancement and aligns with presidential priorities. This position provides support, as needed, to the Communications and Marketing team, which is responsible for the Virginia Tech’s response to university-level issues through the University Spokesperson, Virginia Freedom of Information requests, brand management, Virginia Tech News, media relations, video, social media, web communications, publications, trademarks and licensing, the NPR affiliate WVTF and Radio IQ, and realizing the division’s five year communications and marketing plan.

The Executive Assistant follows effective and efficient processes that facilitate the Vice President’s schedule and time management to focus time and effort strategically to achieve key division and university goals. This position provides key support for the role of the Vice President in managing sensitive and issue-based communications at the executive-level of the university. They must be able to work under pressure and handle a wide variety of activities, including highly confidential and sensitive matters. They will maintain an office presence during the traditional 40-hour work week, coordinate, and schedule meetings, maintain calendars, prepare presentations, memos, and institutional replies on sensitive topics, and facilitate effective interaction within and outside the university.

The Executive Assistant communicates regularly with equivalent and/or higher-level professionals within the university (e.g. President's Office and council, Advancement Senior Leadership Team, etc.). The Executive Assistant must be professional, organized, flexible, and self-directed. They must have strong interpersonal skills, maintain strict confidentiality, and be an effective communicator. They will develop and maintain digital and hard copy filing systems for the department and must be adept at locating archived materials as needed. They will provide direction and training to other Communications and Marketing administrative assistants to ensure consistency across the Communications and Marketing team.

The Executive Assistant is the front line for the public in the office, on the phone and email. As such, this position is expected to be in the office during regular business hours.

Core Responsibilities:
- Develop an in-depth understanding of the priorities, needs, and roles of the Vice President for Communications and Marketing within the university. Appropriately commit their time to those requesting time.
- Facilitate scheduling needs as issues arise for the Vice President for Communications and Marketing.
- Schedule individual and group meetings for the Vice President for Communications and Marketing and their team; develop agendas; develop and coordinate materials.
- Coordinate activities of the Vice President and Associate Vice President, including management of complex calendars, travel arrangements, and associated coordination.
- Regular communication with Advancement Business Services to ensure reimbursements and payments to department staff, and external contracted individuals and businesses.
- Respond to internal and external inquiries based on broad and deep knowledge of university organization, policies, and programs.
- Support the process for incoming concerns and for coordinated responses for public reaction to crisis, issues, and emergencies. Track and report on a timely basis. Draft for approval and then support the sending and archiving of all official communications.
- Manage emergency policies and procedures manual for weather and related incidents.
- Organize and assist with creation and updates to the Advancement and Communications and Marketing MOUs across all colleges and units, to support communication alignment.
- Organize the Communications and Marketing team’s Advancement work planning and performance review processes.
- Provide support for the department’s budget process.
- Provide occasional backup support for the FOIA officer.
- Serve as liaison and organizer for the Virginia Tech support of WVTF fund drives.
- Independently plan, coordinate and/or oversee coordination for meetings and conferences with individuals and entities internal and external university.
- Develop, review, edit, and draft presentations, memos, and institutional replies in collaboration with various professionals across campus.
- Independently research and compile materials needed for presentations.
- Anticipate leadership needs and proactively solve problems and/or independently handle issues when necessary.
- Maintain vacation and on-call schedules for the entire Communications and Marketing team.
- Act as Logistics Coordinator, in partnership with Advancement HR, on new hire searches and onboarding.
- Maintain the strictest levels of confidentiality
- Execute other special projects and duties as assigned.

Required Qualifications

Significant experience providing executive-level management administrative support in an academic or professional office environment.

Proficiency in general computer skills such as word processing, email, and calendar management.

Proficiency with current office software such as MS Outlook, Word, Excel, PowerPoint, and SharePoint with ability to learn new software as needed.

Highly organized with the ability to manage multiple priorities and work independently in a fast-paced environment.

Collaborative worker that demonstrates discretion in working with confidential information and uses sound judgment in decision making.

Experience that demonstrates professional communication skills with the ability to interact effectively with all individuals in a diverse multicultural environment.

Experience drafting and editing correspondence, reports, and other documents in a professional and efficient manner, including strong proofreading skills.

Preferred Qualifications

Bachelor's degree in a relevant field, or applicable combination of training and or experience.

Demonstrated commitment to the Virginia Tech Principles of Community.

Working knowledge of university organizational structure, policies and procedures, and governance system.

Experience working with important external constituencies, such as, prominent alumni, major donors, legislators, and leaders in government, business, and the community.

Experience working with safety and security protocols in a higher education office setting.

Pay Band

4

Appointment Type

Regular

Salary Information

Commensurate with experience

Review Date

5/22/24

Additional Information

Unable to Sponsor Work Visas

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 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 , a , a college, , and . The university has a significant presence across Virginia, including the in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous and . A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, national origin, political affiliation, race, religion, sexual orientation, or military 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 on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Advancement HR  at