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.