Administrative Assistant

Administrative Assistant

The Administrative Assistant provides high-level administrative support to the President's Office while ensuring efficient coordination, confidentiality, and exceptional customer service. The Administrative Assistant will assist the Executive Assistant to the President, the President, and provide supporting assistance to the Vice Presidents when other administrative staff is on leave. This role requires strong organizational skills, professionalism, and the ability to manage multiple tasks efficiently. This role also requires adaptability and a proactive approach to administrative support. Candidates should be comfortable in a dynamic environment, assisting with various projects as needs arise.

Duties and Responsibilities:

• Prepare, organize, and distribute correspondence, reports, agendas, meeting materials, presentations, and other documents for the President's Office.
• Manage paper and electronic filing systems. Process incoming and outgoing mail.
• Prepare, submit and track purchase orders through the state procurement system. Monitor office supply inventory.
• Assist in providing administrative support for presidential initiatives, leadership programs, and special projects.
• Serve as the first point of contact for the office (in-person, phone, and email), providing a welcoming environment and exceptional customer service for internal and external constituents. Direct, screen, and/or route as appropriate.
• Assist in maintaining and managing the President's calendar, ensuring the President's Office is informed of schedule changes, appointments, and potential conflicts.
• Schedule reservations for PVCC conference rooms and event spaces.
• Assist with travel arrangements and process travel expense reports for the President and College Board Members.
• Maintain a high level of professionalism, discretion, and confidentiality in handling sensitive information.
• Assist with other duties as needed.
• Maintain and update contact databases and spreadsheets for retirees, college supporters, special guests, and other constituents to support effective communication and outreach efforts.
• Assist with invitation and response management.
• Assist with coordinating meeting and event logistics, including scheduling, room reservations, catering arrangements, event setup and breakdown, parking arrangements, and on-site event support.
• Assist in planning and providing logistical support for college events such as commencement, convocations, awards ceremonies, visits to the General Assembly, and receptions.
• Assist with the planning and coordination of local College Board meetings.

Special Assignments - May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications - · Education or training in administrative support technology, a related field, or equivalent experience.· Experience in executive-level office procedures.· Proficiency with Microsoft Office 365 (Teams, Outlook, Word, PowerPoint, and Excel) and willingness to learn new applications as needed to perform job responsibilities.· Excellent interpersonal, verbal, and written communication skills.· Ability to represent the College and its mission in a professional manner.· Strong organizational and planning skills; ability to manage multiple priorities and deadlines in a fast-paced office environment.· Ability to balance collaborative team efforts with self-directed, independent work.· Proven record of exceptional customer service skills with a professional demeanor.· Excellent typing, editing, and proofreading skills with a strong attention to detail.· Ability to handle confidential information with tact and discretion.

Additional Considerations - · Experience supporting C-suite executives or leadership teams· Experience in a higher education environment, interacting with visitors, students, faculty, staff, and public officials.· Experience with procurement and Commonwealth of Virginia software programs· Experience in professional event coordination