Job description
weekends.
The Executive Assistant reports to the Vice President of Finance and Administration. The Executive Assistant provides high-level administrative and operational support to the Vice President.
Duties and Tasks:
- Work directly with the Vice President to support all aspects of daily work routine.
- Maintain the Vice President’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the Vice President and staff as well as other members of leadership staff. This includes receiving and screening the phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs managed by the Office of Strategy, Research and Workforce Innovation.
- Assist the Vice President in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the Vice President; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the Vice President advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail; maintain e-mail and other address directories.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Other additional and/or alternative duties as assigned.
May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
- Excellent written and verbal communication skills
- Time management skills
- Project management skills
- Ability to pay attention to detail
- Ability to exhibit sound judgment with the ability to prioritize and make decisions
- Organization skills
- Ability to multitask
- Ability to be a team player capable of cultivating productive working relationships across the College
- Basic understanding of frequently used computer software and programs, such as Microsoft Office
- Interpersonal skills
- Bachelor’s degree or equivalent combination of education, training and experience.
- Some experience in Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
- Some experience in supporting a senior executive or team.
- Experience supporting senior administrator in higher education institution.
- Significant experience supporting a senior executive or team.
The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest.
The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.
The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Supplemental Questions
Required fields are indicated with an asterisk (*).
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