Administrative Assistant, Communications and Marketing
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Job no: 532407
Work type: Staff
Senior management: Senior Vice Pres Advancement
Department: Communications and Marketing
Location: Blacksburg, Virginia
Categories: Advancement, Administrative / Clerical
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 university’s Communications and Marketing 5-Year Plan. The Administrative Assistant will regularly engage with Communications and Marketing professionals across the university. Working in University Gateway Center, this full-time position supports members of the Vice-President of Communications and Marketing’s 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 200-plus 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 non-university 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.
- 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.
- 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.
Visit the Advancement Website https://advancement.vt.edu/.
Unable to sponsor work visas.
The successful candidate will be required to have a criminal conviction check.
Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant 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 36,000 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.
Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.
If you are an individual with a disability and desire an accommodation, please contact Advancement HR at advhr@vt.edu during regular business hours at least 10 business days prior to the event.
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Applications close: Eastern Standard Time
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