Administrative Assistant Communications and Marketing

Job Description

The Administrative Assistant for Communications and Marketing provides comprehensive support for Senior Directors and Directors in Communications and Marketing and plays a key role in helping execute the universitys Communications and Marketing 5Year Plan. The Administrative Assistant will regularly engage with Communications and Marketing professionals across the university. Working in University Gateway Center this fulltime position supports members of the VicePresident of Communications and Marketings Executive Team who in turn supervise and work with communicators across campus.

The Administrative Assistant actively manages the individual calendars and meeting requests; coordinates group meetings for colleagues and stakeholders; schedules meetings and campus visits for search committees and communicates with job applicants; supports special projects; takes notes at meetings; collaborates with IT colleagues for A/V needs at meetings; helps with crafting and sending out correspondence; and supports additional scheduling requests identified by his/her supervisor. The Administrative Assistant plays a key role in professional development and training for 200plus communications and marketing professionals across campus by helping to create and maintain an annual calendar of training sessions identifying and securing speakers lining up venues for events and collaborating with IT colleagues. The Administrative Assistant provides phone coverage for Communications and Marketing; understands and communicates office processes and procedures to team members; and serves as a point of contact for university and nonuniversity colleagues. The Administrative Assistant will assist in a variety of special projects that may include data tracking and gathering and other duties as assigned.

Reporting to the Senior Director for Units in Communications and Marketing and supporting others on the Executive Team the Administrative Assistant operates as part of a unified support team that works collaboratively with administrative staff within Communications and Marketing the Advancement Division and across the university. The role requires a high degree of confidentiality flexibility and collaboration across a matrixed organization. The Administrative Assistant must exhibit excellent interpersonal communication and organizational skills; and must use good judgment to manage competing priorities.

Required Qualifications

Professional office experience in an academic or business environment.

Experience using Microsoft Office Suite.

Experience working in a fluid environment where flexibility and collaboration are key to success.

Evidence of strong communication skills

Strong organizational skills and the aptitude to handle and prioritize multiple projects.

Demonstrated accuracy and attention to detail while performing job responsibilities.

Preferred Qualifications

Must have good judgment and exercise confidentiality

Demonstrated experience with calendaring complex scheduling and supporting meetings.

Demonstrated experience collaborating with IT professionals and managing audio/video issues for hybrid meetings.

Demonstrated ability to maintain a professional demeanor.

Demonstrated ability to work collaboratively with supervisor peers and other administrative colleagues.

Experience working with a team and managing priorities.

Experience collecting tracking and compiling large datasets.

Pay Band

3

Appointment Type

Regular

Salary Information

$47000 $52000

Review Date

March 2 2025

Additional Information

Visit the Advancement Website 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 handson transdisciplinary approach to preparing scholars to be leaders and problemsolvers. A comprehensive landgrant institution that enhances the quality of life in Virginia and throughout the world Virginia Tech is an inclusive community dedicated to knowledge discovery and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36000 undergraduate graduate and professional students in eight undergraduate colleges a school of medicine a veterinary medicine college Graduate School and Honors College. The university has a significant presence across Virginia including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution Virginia Tech conducts more than $500 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective along with opportunities for unique and impactful professional development.