Executive Assistant

Employer: Virginia Tech - Division of Information Technology
Job Location: Blacksburg, Virginia
Category: IT/Computers/Networking
Employment Type: Full Time
Last Updated: 9/29/2021
Closing Date: 11/4/2021
Virginia Tech - Division of Information Technology
Virginia Tech is a public land-grant university, committed to teaching and learning, research, and outreach to the Commonwealth of Virginia, the nation, and the world. Building on its motto of Ut Prosim (that I may serve), Virginia Tech is dedicated to InclusiveVT—serving in the spirit of community, diversity, and excellence.
Job Description

The Executive Assistant (EA) will serve as the primary point of contact for the Executive Director and Deputy Executive Director for IT Experience and Engagement (ITEE). The EA will provide exceptional administrative support for ITEE, ensuring the leadership team and office operates in an informed, efficient, professional, and courteous manner. Responsibilities will include:

• Management of the scheduling and preparation for ITEE meetings and presentations
• Directly supporting Executive Director with management of schedule, meeting documentation, and weekly reporting on significant operational activities throughout the organization
• Working with complex and highly confidential matters
• Using excellent judgement and decision-making skills to ensure integrity and professionalism
• Ensure a smooth working relationship with other Division of IT staff leadership
• Coordination of Division of ITEE level events, including scheduling, room reservations, and catering
• Coordinating travel arrangements for members of ITEE
• Working with DoIT units and university departments, such as NI&S, Purchasing and the Controller, to ensure a variety of business transactions are completed effectively and in a timely manner
• Organizing and performing administrative support duties for ITEE Leadership committees and Project Management teams, coordinating notes to assist with tracking of action items and documenting committee business
• Proliferating inter-personal relationships by organizing a weekly Coffee Hour with team building activities and updates on ITEE activities to keep members of ITEE connected as a team
• Performing daily operational reporting and analysis for the 4Help Information Center, using ServiceNow’s reporting dashboards, and Avaya IQ reporting

Required Qualifications

• Significant experience providing administrative support to executives or senior level managers, including managing schedules and records management
• Significant customer service experience
• Demonstrated experience in a professional work environment with strong organizational, communication, and interpersonal skills.
• Hands on experience coordinating multiple calendars and proficiency in a variety of current office software applications including Zoom and Microsoft Office
• Proven experience preparing presentations, spreadsheets, and documentation on behalf of leadership.
• Experience multitasking

Preferred Qualifications

• Experience with higher education and university policies and procedures
• Experience using university platforms such as PageUp and ChromeRiver
• Event coordination experience
• Experience with ServiceNow platform and Avaya Contact Center

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