Administrative Assistant
About the role
The Administrative Assistant provides high-level administrative support to the President’s Office while ensuring efficient coordination, confidentiality, and exceptional customer service. The 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.
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.
Maintain office supply inventory.
Aid 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.
Aid 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.
Aid in processing travel expense reports for the President and College Board Members.
Maintain a high level of professionalism, discretion, and confidentiality in handling sensitive information.
Aid in other duties as needed.
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.
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).
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.
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.
Operation of a State Vehicle.