Executive Assistant and Project Coordinator for the Vice President for Student Affairs

Job Description

When was the last time you changed the world? In Virginia Tech's Division of Student Affairs, that's exactly what we're doing every day-guiding, nurturing, and supporting students as they learn and grow into the leaders and world-changers of today and tomorrow.

We're currently searching for an Executive Assistant and Project Coordinator for the Vice President for Student Affairs to perform a wide variety of administrative activities to assist the Vice President of Student Affairs (VPSA). So, if you are a highly organized, discreet, and proactive administrative professional who excels in supporting senior leadership within a fast‑paced, complex environment, please keep reading.

HERE"S WHAT YOU NEED TO KNOW ABOUT THIS ROLE

YOU WILL…

• Be seated in the VPSA Suite, the office workspace for the VPSA, Chief of Staff, and three senior executive leaders, and work collaboratively alongside the Office Coordinator and student employees.
• Report directly to the Chief of Staff.
• Serve as the primary contact point between the VPSA and all constituents and stakeholders, internal and external to Virginia Tech.
• Schedule and coordinate the VPSA"s calendar; ensure that the VP is always prepared (i.e., materials, presentations) and on schedule.
• Maintain focus and a polite, professional disposition in a fast-paced environment with scores of internal and external visitors.
• Ensure the office operates in a well-informed and efficient manner and conducts all forms of communication with the utmost confidentiality to maintain propriety and integrity.
• Be responsible for understanding political protocol and etiquette and its implications; exercise excellent judgment and discretion in a highly visible position.
• Coordinate logistical arrangements for events, meetings, and guests of the VPSA, which includes space reservations, food orders, and managing RSVPs.
• Be trusted to work independently to manage complex, administrative actions and resolve problems with thoughtful decision-making.
• Provide comprehensive project management and operational support to the Office of the VPSA by leading and coordinating high‑priority initiatives, developing reports and briefing materials, managing complex timelines, improving workflows, documenting procedures, and preparing speeches and presentations for internal audiences.
• Be offered a base compensation package between $60,000-$70,000, along with a comprehensive benefits package that includes health insurance, paid leave, retirement, tuition assistance, VT discounts, and so much more!

HERE"S WHAT YOU NEED TO KNOW ABOUT THE UNIVERSITY

1) THE UNIVERSITY: Virginia Tech as an employer is committed to developing well-rounded employees who are active members of the university community as well as the community at-large. From comprehensive insurance plans to tuition assistance, Virginia Tech offers employees a variety of benefits and perks to help team members build a fuller and more balanced life.

2) THE DIVISION: For our students and ourselves, the Division of Student Affairs believes that changing the world requires courageous leadership and commitment to curiosity, integrity, civility, and service to others. Our culture is defined by a commitment to our Aspirations for Student Learning.

3) THE TEAM: The Leadership team of Student Affairs deeply values their work with students and works diligently to uphold the division's mission to promote student learning, life skills, and personal growth through a strong focus on holistic student development and collaborative partnerships that deliver superior service, to and care for, students in the spirit of Ut Prosim.

Required Qualifications

Previous professional experience:

• Providing executive administrative support and/or working with a unit or senior-level manager in an academic or professional office environment.
• Working with web-based platforms such as SharePoint, Microsoft Office 365, Google Workplace, Quickbooks, etc.
• Working with with and a strong proficiency with current office software applications such as MS Outlook, Word, Excel, PowerPoint, etc.
• Creating outgoing correspondence and reports.
• Providing exceptional communication with a high commitment to responsiveness and building professional, interpersonal relationships.
• Managing complex and dynamic schedules/calendars for senior-level officials.
• Working independently and making autonomous decisions with sound judgment.
• Performing detail oriented work through a results oriented lens.
• Anticipating needs, prioritizing assignments, managing projects, and meeting deadlines.
• Training others and providing guidance on duties.
• Working in a fast-paced environment with multiple interruptions while staying on task.
• Interacting with people from diverse backgrounds.

Preferred Qualifications

• Knowledge of Virginia Tech organizational structure.
• Experience with university specific programs like Banner, Maxient, Chrome River, and HokieMart.
• Experience with university and Commonwealth of Virginia policies and procedures related to personnel transactions, student records, travel, records management, etc.
• Experience working in higher education providing administrative support at the senior management level.

Pay Band

4

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

60,000-70,000

Hours per week

40

Review Date

06/08/2026

Additional Information

Must have a criminal background check | Must have a driver"s license check with an acceptable and safe driving record | Must have a valid driver"s license | Ability to work remotely one day per week after an initial six-month onboarding period if all performance expectations are met.

About Virginia Tech

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 Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 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 Stacey Duncan at staceyd@vt.edu during regular business hours at least 10 business days prior to the event.