Executive Assistant

Blacksburg, VA | Software Development

As an Executive Assistant, you will be expected to perform office and administrative duties to assist executive management. Successful candidates provide high-level administrative support and have the ability to work well with all levels of internal management and staff, outside clients and vendors. This role will support one Blacksburg-based executive and occasional executives who travel to the Blacksburg office. 

Responsibilities:
 

Completes a broad variety of administrative tasks including:
 

  • Serve as principal administrative liaison with internal and external contacts

  • Proactively manage and prioritize complex calendars, resulting in the VP staying focused on their business priorities, working efficiently and ensuring they are fully prepared and timely for meetings

  • Build an understanding of what is critical to the business, allowing you to make the appropriate decisions which impact the VP’s time

  • Arrange complex and detailed travel, meeting agendas and event arrangements

  • Coordinate scheduling and logistics for Leadership Team meetings, All Hands, Events and Off-sites, including venue selection, catering, and meeting details

  • Compose and prepare correspondence

  • Take notes during meetings and maintain the running meeting minutes

  • Maintain organization chart and contact lists, and process personnel status changes and employee requisitions for the Blacksburg Engineering group as needed

  • Prepare Expense Reports in a compliant and timely manner

  • Arrange team morale events and coordinate broader organization-wide events as needed

  • Procurement of goods and services including computer equipment, offices supply, reference materials & facility requests, and invoice processing, services, tracking and reconciling payments and expenses  

  • Open, sort and distribute incoming correspondence, including mail and email

  • File and retrieve corporate documents, records and reports

  • Exercise discretion and independent judgment

 

Qualifications:

  • 5+ years of experience as an executive assistant or in an operations role in a company that has scaled quickly

  • Associate Degree in Business Management or similar is required, Bachelor’s Degree preferred

  • Provided executive support at the VP, President, or COO level in large scale organizations

  • Excellent organizational, verbal and written communication skills

  • Work effectively under pressure within short time constraints;  ability to change direction often

  • Sound judgment, tact, diplomacy, and professionalism applied in all transactions

  • Uphold the highest level of integrity and business professionalism to be able to deal with highly sensitive information with absolute confidentiality

  • Experience with complex / full calendaring including rescheduling processes and prioritization of interrupts

  • Demonstrated history of working and coordinating with senior leadership

  • Crisp communication and interpersonal skills

  • Proficiency in Google Suite and Microsoft Office

  • Experience assisting in planning events and meetings 

  • Quick adaptation to new technologies and systems

  • Work without supervision and to be self-motivated, a confident self-starter

  • Act with appropriate urgency and willingness to make course corrections as needed in response to change with a positive attitude.

  • Execute in relatively ambiguous and complex situations, prioritizing and juggling multiple projects at once.

  • Possess solid project-management and problem-solving skills with a creative approach to solving day to day complexities.

  • Work successfully in a global team environment, build strong, effective working relationships both inside and outside the group

  • Accommodating work styles and perspectives of diverse individuals

  • Friendly and professional demeanor

 

Job Requirements:

  • Working hours will be 9:00 AM - 6:00 PM, Monday - Friday

  • Travel and overtime may be occasionally required

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