Executive Administrative Assistant Finance and Support

Title: Executive Administrative Assistant

State Role Title:Gen Admin Supv I/Coord I

Hiring Range: Based on qualifications & experience

Pay Band: 4

Agency: Virginia Military Institute

Location:Virginia Military Institute

Agency Website:

Recruitment Type: General Public - G

Job Duties

Virginia Military Institute is seeking an Executive Administrative Assistant to provide high-level administrative support to the Deputy Superintendent for Finance and Support. The Finance and Support Office is a fast-paced high-visibility environment that supports a wide range of Institute operations. The successful candidate will demonstrate exceptional customer service skills and the ability to work effectively with faculty staff cadets alumni and external partners across all levels of the Institute. A high degree of professionalism discretion organization and responsiveness is needed.

Job Responsibilities:

Maintain and manage the calendar for the Deputy Superintendent for Finance and Support (DFAS) including scheduling meetings appointments events and the related support activities.

Receive screen and appropriately route emails telephone calls and in-person inquiries; exercise sound judgment in prioritizing and handling sensitive matters.

Coordinate travel and logistics for official business including booking transportation and lodging preparing itineraries and assisting with expense reimbursement and related documentation.

Oversee general office operations and administrative processes including ordering office supplies and supporting day-to-day Office of Finance and Support functions.

Assist with special projects by coordinating resources tracking progress and supporting deadlines and deliverables.

Provide administrative support for committees chaired by the Deputy Superintendent for Finance and Support to include scheduling meetings preparing materials and making logistical arrangements.

Provide comprehensive administrative support for all Board of Visitor meetings in areas under liaison with the Deputy Superintendent for Finance and Support. This includes preparing the Audit Finance and Planning Committee agenda book; preparation collection copying binding and distribution of materials (in coordination with the Office of the Superintendent and Secretary to the Board of Visitors). Coordinate committee meeting logistics such as room reservations audiovisual needs and operation food service transportation and other support services.

Manage the Office of Finance and Support departmental budget including processing payments ordering supplies and monitoring copying and printing equipment.

Establish organize and maintain Deputy Superintendent for Finance and Support files (reports correspondence memoranda studies and electronic records) in an orderly current and secure manner to ensure accessibility including during off-duty hours. Transfer records to archives and establish reference files in accordance with the Institute and state record retention requirements.

Perform other duties as assigned by the Deputy Superintendent for Finance and Support and or the Superintendent. May be required to assist the Institute or the Commonwealth of Virginia during emergencies or in response to a state emergency declaration.

Minimum Qualifications

Minimum of three years of relevant professional experience or an equivalent combination of education and experience.

Demonstrated ability to manage multiple priorities in a fast-paced environment; exceptional organizational project management and problem-solving skills with the ability to anticipate needs and exercise sound judgment.

Excellent oral and written communication skills with a high degree of professionalism discretion and diplomacy.

Proven ability to research organize analyze and synthesize information from multiple sources into clear and accurate materials.

Advanced proficiency in Microsoft Office applications (Outlook Word Excel PowerPoint Teams)

Ability to consistently meet deadlines while adapting effectively to changing priorities and time-sensitive demands.

Additional Considerations

Advanced knowledge of office and administrative practices procedures and principles.

Strong computer proficiency with demonstrated expertise in standard office software applications including Microsoft Outlook Word Excel and PowerPoint.

Experience with Ellucian/Colleague or similar enterprise systems.

Excellent written and verbal communication skills with the ability to convey information clearly accurately and professionally.

Highly detail-oriented and action-focused; well organized with strong time-management skills and the ability to manage competing priorities effectively.

Strong interpersonal skills with the ability to establish and maintain effective respectful and productive working relationships with diverse stakeholders.

Demonstrated ability to handle sensitive information with the highest level of confidentiality discretion and professionalism.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to Your Application in your account to check the status of your application for this position.

Applicants should submit a cover letter describing aspects of their background and experience that make them well suited for this position a current resume and the names and telephone numbers of three references.

Contact Information

Name: Tamara Wade

Phone:

Email:

In support of the Commonwealths commitment to inclusion we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS) or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation if applicable to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at .

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1 2022- February 29 2024 can still use that COD as applicable documentation for the Alternative Hiring Process.