Executive Assistant to the Vice President of Communications and Marketing

Virginia Tech   Blacksburg, VA   Full-time     Administration / Clerical
Posted on May 7, 2024
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Executive Assistant to the Vice President of Communications and Marketing

The Executive Assistant provides specialized and complex administrative support, to ensure that the Vice President for Communications and Marketing can lead an integrated communications operation across campus that supports Advancement and aligns with presidential priorities. This position provides support, as needed, to the Communications and Marketing team, which is responsible for the Virginia Tech's response to university-level issues through the University Spokesperson, Virginia Freedom of Information requests, brand management, Virginia Tech News, media relations, video, social media, web communications, publications, trademarks and licensing, the NPR affiliate WVTF and Radio IQ, and realizing the division's five year communications and marketing plan.

The Executive Assistant follows effective and efficient processes that facilitate the Vice President's schedule and time management to focus time and effort strategically to achieve key division and university goals. This position provides key support for the role of the Vice President in managing sensitive and issue-based communications at the executive-level of the university. They must be able to work under pressure and handle a wide variety of activities, including highly confidential and sensitive matters. They will maintain an office presence during the traditional 40-hour work week, coordinate, and schedule meetings, maintain calendars, prepare presentations, memos, and institutional replies on sensitive topics, and facilitate effective interaction within and outside the university.

The Executive Assistant communicates regularly with equivalent and/or higher-level professionals within the university (e.g. President's Office and council, Advancement Senior Leadership Team, etc.). The Executive Assistant must be professional, organized, flexible, and self-directed. They must have strong interpersonal skills, maintain strict confidentiality, and be an effective communicator. They will develop and maintain digital and hard copy filing systems for the department and must be adept at locating archived materials as needed. They will provide direction and training to other Communications and Marketing administrative assistants to ensure consistency across the Communications and Marketing team.

The Executive Assistant is the front line for the public in the office, on the phone and email. As such, this position is expected to be in the office during regular business hours.

Duties and Responsibilities:
• Develop an in-depth understanding of the priorities, needs, and roles of the Vice President for Communications and Marketing within the university. Appropriately commit their time to those requesting time.
• Facilitate scheduling needs as issues arise for the Vice President for Communications and Marketing.
• Schedule individual and group meetings for the Vice President for Communications and Marketing and their team; develop agendas; develop and coordinate materials.
• Coordinate activities of the Vice President and Associate Vice President, including management of complex calendars, travel arrangements, and associated coordination.
• Regular communication with Advancement Business Services to ensure reimbursements and payments to department staff, and external contracted individuals and businesses.
• Respond to internal and external inquiries based on broad and deep knowledge of university organization, policies, and programs.
• Support the process for incoming concerns and for coordinated responses for public reaction to crisis, issues, and emergencies. Track and report on a timely basis. Draft for approval and then support the sending and archiving of all official communications.
• Manage emergency policies and procedures manual for weather and related incidents.
• Organize and assist with creation and updates to the Advancement and Communications and Marketing MOUs across all colleges and units, to support communication alignment.
• Organize the Communications and Marketing team's Advancement work planning and performance review processes.
• Provide support for the department's budget process.
• Provide occasional backup support for the FOIA officer.
• Serve as liaison and organizer for the Virginia Tech support of WVTF fund drives.
• Independently plan, coordinate and/or oversee coordination for meetings and conferences with individuals and entities internal and external university.
• Develop, review, edit, and draft presentations, memos, and institutional replies in collaboration with various professionals across campus.
• Independently research and compile materials needed for presentations.
• Anticipate leadership needs and proactively solve problems and/or independently handle issues when necessary.
• Maintain vacation and on-call schedules for the entire Communications and Marketing team.
• Act as Logistics Coordinator, in partnership with Advancement HR, on new hire searches and onboarding.
• Maintain the strictest levels of confidentiality
• Execute other special projects and duties as assigned

Virginia Tech is an EOE employer.