Administrative Assistant for Marketing

Commonwealth of VA Careers; Virginia; On-site; USD 56,000 - 62,000; Full time

Job summary

Germanna Community College in Virginia is seeking a full-time Administrative Assistant for the Marketing Department. The role provides high-level administrative support, handling scheduling, procurement, communications, and event coordination to ensure smooth day-to-day operations.

The position supports the Marketing and Foundation teams, assists with travel logistics, expenses, and procurement in line with eVA guidelines, and helps manage meetings and outreach activities.

Qualifications

• Excellent interpersonal, organizational, and communication skills.
• Proficiency in Microsoft Office applications.
• Flexibility to work at different locations as needed.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Proactively manage the Director’s calendar, coordinate department meetings, and prevent scheduling conflicts.
• Assist with scheduling and communication for department staff and external partners.
• Coordinate travel logistics and process travel reimbursements; track departmental expenses and procurements.
• Serve as purchasing liaison for the department and manage vendor relationships for events and initiatives.
• Prepare and distribute meeting agendas and minutes.
• Support hiring committees, onboarding, and mentoring of new staff.
• Plan and coordinate college-wide events and outreach activities.
• Assist with marketing communications, including event listings and media coordination.

Skills

Interpersonal skills

Organizational skills

Written & verbal communication

Microsoft Office

Multi-tasking

Flexibility

Tools

eVA

Job description

Title: Administrative Assistant for Marketing

Agency: Germanna Community College

Location: Spotsylvania - 177

FLSA: Nonexempt

Hiring Range: $56,230-$62,478 Annually, Plus Full State Benefits

Full Time or Part Time: Full Time

Additional Detail

Job Description

Germanna Community College is a public, open access institution of higher education in the Virginia Community College System. The College is a dynamic learning organization that serves as a Germanna regional leader and preferred partner where quality learning experiences enable students to participate effectively in the social, economic, political, intellectual, and cultural life of their communities.

Germanna Community College is centrally located in Fredericksburg, VA between Washington D.C. and Richmond and between the Blue Ridge mountains and the Chesapeake Bay. Full of history, the area offers a community rich with diversity, the arts, technology, vineyards, hiking, canoeing/kayaking, and many other activities.

Germanna Community College is seeking a full-time Administrative Assistant for the Marketing Department. The Administrative Assistant provides high-level administrative and operational support to the Marketing and Foundation team, ensuring smooth day-to-day operations through scheduling, procurement, communications, and event coordination.

Major Duties & Responsibilities

Administrative & Departmental Support

• Proactively manage the Director’s calendar, coordinate department meetings, and prevent scheduling conflicts.
• Assist with scheduling and communication for department staff and external partners.
• Coordinate travel logistics and process travel reimbursements in a timely and accurate manner. Track departmental expenses, manage purchases across multiple budgets, and maintain records aligned with procurement guidelines (including eVA).
• Serve as purchasing liaison for the department and manage vendor relationships, invoices, and procurement for events and sponsored initiatives.
• Prepare and distribute meeting agendas and minutes.
• Support hiring committees, onboarding, and mentoring of new departmental staff.

Event & Outreach Coordination

• Proactively support the planning and execution of college-wide events, recruitment activities, staff retreats, and high-profile outreach engagements.
• Organize branded giveaways, swag kits, and promotional materials for internal and external events.
• Coordinate logistics for outreach events, including registration, materials, operational support, and partner engagement.
• Support development and execution of student/community outreach events by handling logistics related to marketing, registration, and coordination with presenters.

Marketing & Communications

• Support communications efforts, including submitting event listings to community calendars and coordinating media vendors (photographers, videographers).
• Provide operational support for social media engagement, outreach promotion, and student recruitment efforts.

Minimum Qualifications

• Excellent interpersonal, organizational, and communication skills (both oral and written)
• Excellent problem-solving skills and an ability to learn new systems
• Proficiency in Microsoft Office applications
• Flexibility to work at different locations as needed
• Ability to manage multiple priorities at once and comfortable supporting a face-paced work environment

Additional Considerations

• Experience working as an Administrative Assistant in a college setting
• Purchasing/procurement experience in eVA