Hybrid Executive Assistant for Investment Team

Virginia Tourism Corporation; Richmond (VA); Hybrid; USD 55,000 - 60,000; Full time

Job summary

Virginia Tech Foundation, Inc. (VTF) is seeking an Office Manager & Executive Assistant to provide administrative and operational support to the Richmond-based Investment Team, with remote support for Blacksburg.

The role coordinates calendars, travel, board materials, and office logistics, and may work remotely up to one day per week after training. The position is classified, non-exempt and located in Richmond.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Three or more years of administrative, office management, executive support, or related experience preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with DocuSign, document management systems, expense reporting systems, or similar business technology preferred.
• Ability to work independently, anticipate needs, follow through on commitments, and collaborate across locations and functions.

Responsibilities

• Manage the Chief Investment Officer’s calendar, meeting preparation, and workflow, including timely completion of Board and committee materials.
• Coordinate meetings, schedules, and travel for the Investment Team, and the Treasury and Finance team.
• Coordinate logistics for quarterly Investment Committee meetings with staff in Richmond and Blacksburg.
• Manage the quarterly process for preparing and distributing Investment Committee materials, including tracking deadlines and coordinating contributions.
• Attend quarterly Investment Committee meetings and prepare minutes for review and approval.
• Coordinate signatures for legal documents, consents, and other materials using DocuSign.
• Administer Fundamatic and ensure Investment Team documents are saved daily and properly labeled, tagged, retained, and organized.
• Assist staff with periodic expense reports and process recurring Richmond office expenses, including parking, cable, internet, and other office services.
• Order and maintain office and hospitality supplies and coordinate with office vendors and service providers.
• Coordinate the maintenance and operation of office equipment, including troubleshooting issues and working with vendors or other resources to resolve problems as needed.
• Support annual intern recruiting, including interview scheduling and candidate communications.
• Coordinate onboarding and offboarding for Richmond employees and interns with Human Resources and Technology staff in Blacksburg.
• Coordinate workspaces, equipment, access, supplies, and first-day logistics for new employees and interns.
• Provide general administrative and project support to Richmond-based staff, and the Treasury and Finance team as needed, and perform other duties as assigned.

Skills

Administrative experience

Office management

Executive support

Microsoft Office

DocuSign

Communication skills

Independent work

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

DocuSign

Fundamatic

Expense reporting systems

Microsoft Office Suite

Job description

Virginia Tech Foundation, Inc. (VTF) is seeking an Office Manager & Executive Assistant to provide administrative and operational support to the Richmond-based Investment Team, with remote support for Blacksburg.

The role coordinates calendars, travel, board materials, and office logistics, and may work remotely up to one day per week after training. The position is classified, non-exempt and located in Richmond.