Virginia Tech Foundation, Inc. (VTF, the Foundation) is a nonstock corporation established in 1948 for the sole purpose of managing Virginia Tech’s endowment and real estate portfolio, now valued at $2.8 billion. VTF exists and operates as a separate, independent entity with its own officers and governing board – managing, investing, and distributing private resources to advance Virginia Tech’s mission and its strategic priorities. VTF’s wholly owned for-profit subsidiary, Virginia Tech Corporate Research Center, Inc. (VTCRC), is a research park that catalyzes commercialization and industry collaboration.

VTF Strategy and External Relations

The Strategy and External Relations function has a two-fold portfolio. First, it develops and articulates the Foundation’s strategy, culminating in real-time strategic planning for the short term and the long term. Second, the function oversees the Foundation’s positioning and relations involving university, media, government, and industry. The function accomplishes its assignments through daily collaboration and coordination with the leaders of Investment, Finance, Operations, Human Resources, VTCRC, and Board of Directors. The Chief Strategy Officer and Director of External Relations (CSO) reports to the Foundation’s Chief Executive Officer.

Position Summary

Reporting to the CSO, the Administrative Assistant (AA) is the primary administrator of the CSO’s office. The AA manages the calendar, monitors correspondence, books travel, processes receipts and reimbursement, and coordinates follow-up on group projects. The AA’s contribution ensures efficient office performance and influences team effectiveness.

Role & Responsibilities

Comprehensive Administrative Support

• Cover phone calls, expenses, invoices, and office supplies
• Manage and maintain confidential files, records, and documents; ensure proper organization, storage, and retrieval of information, both electronically and physically
• Organize and coordinate meetings, including finalizing agendas, assembling materials, and arranging logistics; attend meetings as needed to provide support, take minutes, and record action items
• Coordinate and prioritize appointments to ensure efficient use of time. Manage the CSO’s calendar, scheduling appointments, meetings, and conference calls and working with internal, University, and external contacts
• Liaise with other departments, executives, clients, and consultants on the CSO’s behalf

Correspondence Monitoring

• Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing communications
• Maintain mailing lists and records
• Draft and prepare correspondence as requested

Travel Arrangements and Expense Coordination

• Coordinate all aspects of travel arrangements, including flights, accommodations, transportation, and itinerary plans
• Ensure travel plans align with the CSO’s schedule and preferences
• Follow up with CSO weekly to capture expenses
• Keep track of auto mileage associated with trips for professional reasons
• Manage payments, including requests for payment (RFPs), credit card statements, and monthly reconciliation; coordinate receipt submission and reimbursement on a monthly basis, coordinating with VTF Finance team

Project Coordination

• Maintain a project list for the CSO and keep track of tasks and due dates for the CSO and the AA; includes maintaining a list of completed projects
• Conduct follow-up with the CSO and on the CSO’s behalf
• Assist with special projects and initiatives
• Support positive relationships with the CSO’s internal and external contacts and their teams

Qualifications

• Minimum of associate’s degree and equivalent work experience required; bachelor's degree preferred
• Proven recent experience as an executive administrative assistant or similar role, preferably supporting C-suite executives
• Comfortable working in externally-facing situations on behalf of the CSO
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications
• Exceptional organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously
• Strong written and verbal communication skills, with keen attention to detail
• Highly credible and trustworthy and operates with a high degree of integrity, including the ability to honor the bounds of confidentiality and privacy
• Excellent proofreading skill
• Ability to work effectively under pressure in a fast-paced environment
• Ability to anticipate needs and solve problems; service-oriented
• Energetic with a professional presence

Physical Requirements:

Light lifting (<20 lbs.)

Standing

Sitting

Bending

Moderate lifting (20-50 lbs.)

Lifting

Walking

Climbing

Heavy lifting (>50 lbs.)

Reaching

Repetitive motion

Pushing/pulling

Position Type: ☒Classified/Non-Exempt ☐Classified/Exempt ☐Professional/Exempt