"Executive Assistant & Project Coordinator to the Dean"

Job Description

The Executive Assistant & Project Coordinator serves as the primary administrative, operational, and strategic support partner to the Dean of the College of Natural Resources and Environment (CNRE). Reporting directly to the Dean, this role coordinates executive workflows, information flow, and complex initiatives across college leadership, academic departments, research centers, and a broad range of internal and external stakeholders, including senior university leadership, alumni, donors, industry partners, government agencies, and policy leaders.

This position exercises a high degree of independent judgment in managing the Dean’s calendar, communications, priorities, and executive processes. The role is intentionally proactive and project-oriented, focused on establishing effective systems and workflows that enable the Dean to advance college and university priorities strategically. The Executive Assistant provides critical support through research, analysis, writing, relationship management, and end-to-end coordination of initiatives from conception through completion.

In addition to direct support of the Dean, the position provides meeting scheduling support and travel support for the two Associate Deans to ensure alignment across the college’s senior leadership team. Success in this role requires exceptional professionalism, discretion, emotional intelligence, and the ability to operate effectively under pressure while managing confidential and sensitive matters. The Executive Assistant serves as a trusted partner to the Dean and CNRE leadership, using sound judgment, initiative, and adaptability in a dynamic environment.

Required Qualifications

• Bachelor’s degree in business, administration, communications, or a related field, or an equivalent combination of education, training, and experience.
• Significant experience providing high-level administrative support to a senior executive in a fast-paced, self-directed environment.
• Familiarity with Virginia Tech administrative systems and policies.
• Demonstrated ability to independently manage, prioritize, track, and complete multiple projects with competing deadlines.
• Proven discretion, sound judgment, diplomacy, and tact in handling sensitive and confidential matters.
• Experience conducting research, analysis, and preparing executive correspondence, reports, and briefing materials.
• Advanced proficiency with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
• Exceptional planning, organizational, and attention to detail skills.
• Strong interpersonal, written, and oral communication skills with the ability to build trust across diverse constituencies.
• Demonstrated professionalism, adaptability, and emotional intelligence.

Preferred Qualifications

• Experience in higher education administration, preferably within a college or dean’s office.
• Experience with benchmarking, reporting, or policy and procedure documentation.
• Demonstrated experience coordinating complex, multi-stakeholder projects.
• Experience with project management tools or methodologies.
• Certified Administrative Professional (CAP), American Society of Administrative Professionals PACE, or other certifications.
• Prior experience working in a team-oriented executive support environment.

Pay Band

4

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

$75,000-$85,000; Commensurate with Experience

Hours per week

40

Review Date

2/20/2026

Additional Information

The successful candidate will be required to have a criminal conviction check.

If you are an individual with a disability and desire an accommodation, please contact Heidi Stansfield at stansfield@vt.edu during regular business hours at least 10 business days prior to the event.