Executive Administrative Assistant - Finance and Support

Virginia Military Institute is seeking an Executive Administrative Assistant to provide high-level administrative support to the Deputy Superintendent for Finance and Support. The Finance and Support Office is a fast-paced, high-visibility environment that supports a wide range of Institute operations. The successful candidate will demonstrate exceptional customer service skills and the ability to work effectively with faculty, staff, cadets, alumni, and external partners across all levels of the Institute. A high degree of professionalism, discretion, organization, and responsiveness is needed.

Job Responsibilities:

• Maintain and manage the calendar for the Deputy Superintendent for Finance and Support (DFAS) including scheduling meetings, appointments, events and the related support activities.
• Receive, screen, and appropriately route emails, telephone calls, and in-person inquiries; exercise sound judgment in prioritizing and handling sensitive matters.
• Coordinate travel and logistics for official business, including booking transportation and lodging, preparing itineraries, and assisting with expense reimbursement and related documentation.
• Oversee general office operations and administrative processes, including ordering office supplies and supporting day-to-day Office of Finance and Support functions.
• Assist with special projects by coordinating resources, tracking progress, and supporting deadlines and deliverables.
• Provide administrative support for committees chaired by the Deputy Superintendent for Finance and Support to include scheduling meetings, preparing materials, and making logistical arrangements.
• Provide comprehensive administrative support for all Board of Visitor meetings in areas under liaison with the Deputy Superintendent for Finance and Support. This includes preparing the Audit, Finance, and Planning Committee agenda book; preparation, collection, copying, binding, and distribution of materials (in coordination with the Office of the Superintendent and Secretary to the Board of Visitors). Coordinate committee meeting logistics such as room reservations, audiovisual needs and operation, food service, transportation, and other support services.
• Manage the Office of Finance and Support departmental budget, including processing payments, ordering supplies, and monitoring copying and printing equipment.
• Establish, organize, and maintain Deputy Superintendent for Finance and Support files (reports, correspondence, memoranda, studies, and electronic records) in an orderly, current, and secure manner to ensure accessibility, including during off-duty hours. Transfer records to archives and establish reference files in accordance with the Institute and state record retention requirements.
• Perform other duties as assigned by the Deputy Superintendent for Finance and Support and or the Superintendent. May be required to assist the Institute or the Commonwealth of Virginia during emergencies or in response to a state emergency declaration.

Minimum Qualifications:

• Minimum of three years of relevant professional experience, or an equivalent combination of education and experience.
• Demonstrated ability to manage multiple priorities in a fast-paced environment; exceptional organizational, project management, and problem-solving skills with the ability to anticipate needs and exercise sound judgment.
• Excellent oral and written communication skills, with a high degree of professionalism, discretion, and diplomacy.
• Proven ability to research, organize, analyze, and synthesize information from multiple sources into clear and accurate materials.
• Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Ability to consistently meet deadlines while adapting effectively to changing priorities and time-sensitive demands.

Additional Considerations:

• Advanced knowledge of office and administrative practices, procedures, and principles.
• Strong computer proficiency with demonstrated expertise in standard office software applications, including Microsoft Outlook, Word, Excel, and PowerPoint, Teams.
• Experience with Ellucian/Colleague or similar enterprise systems.
• Excellent written and verbal communication skills, with the ability to convey information clearly, accurately, and professionally.
• Highly detail-oriented and action-focused; well organized with strong time-management skills and the ability to manage competing priorities effectively.
• Strong interpersonal skills with the ability to establish and maintain effective, respectful, and productive working relationships with diverse stakeholders.
• Demonstrated ability to handle sensitive information with the highest level of confidentiality, discretion, and professionalism.

Applicants should submit a cover letter describing aspects of their background and experience that make them well suited for this position, a current resume, and the names and telephone numbers of three references.

Candidates can apply: Executive Administrative Assistant - Finance and Support- Job Application

The Virginia Military Institute is committed to providing an environment that emphasizes the dignity and worth of every member of its community and that is free from harassment and discrimination based on race, sex, color, national origin, religion, age, veteran status, sexual orientation, pregnancy, genetic information, against otherwise qualified persons with disabilities, or based on any other status protected by law.

Contact:
Human Resources
[email protected]
540-464-7322