Office Manager & Executive Assistant, Invest

Automatic Data Processing, Inc.; Richmond (VA); Hybrid; USD 55,000 - 60,000; Full time

Job summary

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

After training, you may work remotely up to one day per week, with flexible hours based on business needs. The role requires strong organization, detail orientation, and discretion, with responsibilities spanning calendar management, meeting

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.
• Ability to handle confidential information with sound judgment and discretion.
• Strong written and verbal communication skills and a professional, service-oriented approach.
• 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.

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

Calendar management

Executive support

Document management

Travel coordination

Communication

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Office

DocuSign

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Active - Full-time Classified Richmond, VA, US

5 days ago Requisition ID: 1089

Salary Range: $55,000.00 To $60,000.00 Annually

Virginia Tech Foundation, Inc. (VTF) is a nonstock corporation established in 1948 for the sole purpose of managing the endowment and real estate portfolio of Virginia Tech, now valued at $3.4 billion. VTF exists and operates as a separate, independent entity with its own officers and governing board - managing, investing, and distributing private resources to advance Virginia Tech’s mission and its strategic priorities.

Position Summary

Reporting to the Chief Investment Officer, the Office Manager & Executive Assistant provides administrative and operational support primarily to the Richmond-based Investment Team with additional support on a remote basis to the Blacksburg-based Treasury and Finance Team. The position coordinates schedules, travel, office operations, Investment Committee logistics, document management, and administrative support for the Chief Investment Officer and team. This is a classified, non-exempt position located in the Foundation’s Richmond office. After the initial training period, the position may work remotely up to one day per week. Work hours are flexible based on business needs and supervisor approval. Candidates should anticipate a minimum of 30 hours per week, five to ten of which will be allocated to the Treasury and Finance Team.

The ideal candidate is a service-oriented team player who enjoys working with others, takes ownership of responsibilities, and is willing to pitch in across a variety of tasks. This person should be self-motivated, highly organized, attentive to detail, and capable of prioritizing competing demands.

• 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.

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.
• Ability to handle confidential information with sound judgment and discretion.
• Strong written and verbal communication skills and a professional, service-oriented approach.
• 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.

Physical Requirements:

Light lifting (<20 lbs.)

Standing

Moderate lifting (20-50 lbs.)

Lifting

Walking

Climbing

Heavy lifting (>50 lbs.)

Reaching

Repetitive motion

Pushing/pulling

Other, specify: Regular use of a computer and standard office equipment; occasional lifting and carrying of office supplies up to 20 lbs.

Equal Opportunity Employer

Virginia Tech Foundation, Inc. (VTF) provides equal opportunity in employment to all employees and applicants. The Foundation prohibits discrimination, harassment, and retaliation against employees and applicants on the basis of age, color, sex (including pregnancy, childbirth, and related medical conditions), disability, gender, gender identity, gender expression, national origin or ancestry, political affiliation, race, religion, sexual orientation, genetic information, military or veteran status, marital status, or any other basis protected by federal and Virginia state law.