Assistant to the Vice President

Georgia Institute of Technology; Atlanta (GA); On-site; USD 57,000 - 80,000; Full time

Job summary

Georgia Tech in Atlanta seeks an experienced executive assistant to provide high-level administrative support to one or more VPs. You will manage calendars, coordinate travel, organize events, prepare briefs and presentations, and liaise with executives, staff, vendors and visitors to the VP's office.

The role requires strong organization, discretion, and the ability to handle multiple priorities with professionalism.

Qualifications

• Bachelor's Degree in Business Administration or related field or equivalent combination of education and experience.
• Four to five years of job related experience.
• Project Management Professional (PMP) certification is mentioned as a preferred qualification.

Responsibilities

• Coordinate scheduling for the VP with senior level campus administration, external stakeholders and other executives; maintain calendar.
• Coordinate travel arrangements including processing of travel authorizations.
• Plan, organize and lead implementation of special events and visits.
• Research and develop materials in preparation for corporate visits, conferences, meetings, etc.
• May oversee monitoring of budget and purchasing activity.
• Maintain, update and monitor departmental files, databases, records and resource information.
• Develop special presentations as directed by the VP.
• Communicate and interpret administrative policies; develop internal office related procedures as appropriate.
• Oversee arrangements and provide support for special projects and unit initiatives. Manage, track and monitor progress reports, proposals and related project related communications.
• Perform other duties as assigned

Skills

Organization

Briefing

Report preparation

Communications

Meeting leadership

Coordination

Customer service

Discretion

Confidentiality

Executive support

Education

Bachelor's degree in business administration

Tools

Office software

Job description

Job ID: 305505

Location: Atlanta, Georgia

Contract: Full-Time, Regular

Job Summary

Provide executive level administrative services for one or more executive positions. Efforts include event planning, scheduling, briefings and presentation preparation and facilitating visits to and communications with the VP's office. This position will interact on a consistent basis with: executives and staff within and external to the Institute, vendors and visitors/callers to the VP's office. This position typically will advise and counsel: VP's. This position will supervise: May supervise lower level support staff.

Responsibilities

• Coordinate scheduling for VP with senior level campus administration, external stakeholders and other executives; maintain calendar.
• Coordinate travel arrangements including processing of travel authorizations.
• Plan, organize and lead implementation of special events and visits.
• Research and develop materials in preparation for corporate visits, conferences, meetings, etc.
• May oversee monitoring of budget and purchasing activity
• Maintain, update and monitor departmental files, databases, records and resource information.
• Develop special presentations as directed by the VP.
• Communicate and interpret administrative policies; develop internal office related procedures as appropriate.
• Oversee arrangements and provide support for special projects and unit initiatives. Manage, track and monitor progress reports, proposals and related project related communications.
• Perform other duties as assigned

Required Qualifications

Educational Requirements: Bachelor's Degree in Business Administration or related field or equivalent combination of education and experience

Required Experience: Four to five years of job related experience

Preferred Qualifications

Additional Preferred Qualifications: Certification, License, or Permits

Project Management Professional (PMP)

Proposed Salary

Salary Range $56,679 - $80,000 Depending on experience and preferred skills

Knowledge, Skills, & Abilities

SKILLS: This job requires an extensive knowledge of Institute policies, program administration, and event planning. Skills in organization, briefing and report preparation, communications, meeting leadership and coordination and customer service are required as is the use of office related computer applications.

Ability to work independently, demonstrate initiative, anticipate executive needs, and exercise sound judgment in determining when to take action and when to seek leadership guidance or approval.

Demonstrated ability to manage competing priorities, coordinate activities across multiple stakeholders, and ensure accountability for deadlines, deliverables, and follow-through.

Ability to learn and navigate Institute administrative processes, including human resources, finance, procurement, and other business operations, while developing an understanding of organizational priorities and the broader campus environment.

Strong problem-solving, communication, and interpersonal skills, with the ability to identify and address challenges, adapt to changing priorities, and proactively communicate risks, roadblocks, and matters requiring leadership attention.

Ability to exercise discretion and maintain confidentiality while coordinating executive-level activities, meetings, and events, including providing on-site logistical support as needed.

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Equal Employment Opportunity

Georgia Tech provides equal opportunity to all faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and/or employment, contractors, volunteers, and participants in institutional programs, activities, and services. Georgia Tech complies with all applicable laws and regulations governing equal opportunity in the workplace and in educational activities. Georgia Tech prohibits discrimination, including discriminatory harassment, on the basis of race, ethnicity, ancestry, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions. This prohibition applies to faculty, staff, students, and all other members of the Georgia Tech community, including affiliates, invitees, and guests.

Background Check

Successful candidate must be able to pass a background check. Please visit https://usg.policystat.com/policy/19298143/latest/