Administrative Support Specialist for the Vice President of Communications
7 days ago
Job Summary
The Commonwealth of Virginia seeks a highly skilled and experienced Executive Assistant to provide specialized and complex administrative support to the Vice President of Communications. This is a key role that requires a high level of professionalism, discretion, and attention to detail.
Key Responsibilities
- Provide administrative support to the Vice President of Communications, including scheduling meetings, coordinating travel arrangements, and preparing presentations and reports.
- Manage complex calendars, coordinate activities, and ensure seamless communication with internal and external stakeholders.
- Develop and maintain digital and hard copy filing systems, and ensure strict confidentiality of sensitive information.
- Provide direction and training to other administrative assistants to ensure consistency across the Communications team.
- Serve as a liaison and organizer for external events and meetings, and coordinate logistics with internal and external stakeholders.
- Develop, review, edit, and draft presentations, memos, and institutional replies in collaboration with various professionals across the university.
- Anticipate leadership needs and proactively solve problems, and independently handle issues when necessary.
- Maintain vacation and on-call schedules for the Communications team, and act as Logistics Coordinator for new hire searches and onboarding.
Requirements
- Significant experience providing executive-level management administrative support in an academic or professional office environment.
- Proficiency in general computer skills, including word processing, email, and calendar management.
- Proficiency with current office software, including MS Outlook, Word, Excel, PowerPoint, and SharePoint.
- Highly organized with the ability to manage multiple priorities and work independently in a fast-paced environment.
- Collaborative worker with discretion in working with confidential information and sound judgment in decision making.
- 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 external constituencies, including 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.
About the Commonwealth of Virginia
The Commonwealth of Virginia is a comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world. We are dedicated to knowledge, discovery, and creativity, and we offer a diverse range of academic programs and research opportunities.
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