Executive Assistant

Old Dominion University - Norfolk, VA

Full-time - Entry Level

Norfolk, VA

Educational Services

About the position

The Executive Assistant at Old Dominion University plays a crucial role in supporting the Vice President for Administration & Finance by managing a wide range of administrative tasks and responsibilities. This position requires a proactive individual who can handle inquiries related to university policies and procedures from both internal and external stakeholders. The Executive Assistant will be responsible for researching and developing logistical details for meetings, events, and visits by university officials, ensuring that all necessary arrangements are made efficiently and effectively. In addition to logistical planning, the Executive Assistant will develop meeting agendas, manage the daily office routine, and compose and draft correspondence by gathering relevant background information. Scheduling meetings and appointments is a key responsibility, along with preparing reports using current software such as Microsoft Office. The role also involves reviewing and analyzing incoming memos, submissions, correspondence, and reports to prioritize materials and organize documents appropriately. The Executive Assistant will receive, screen, and prioritize incoming calls and visitors, ensuring that the office runs smoothly and efficiently. A significant portion of the duties performed—approximately eighty percent—are non-clerical in nature, focusing primarily on executive coordination and function. This position requires a high degree of confidentiality and the ability to interact positively with a diverse group of constituents and customers. The Executive Assistant will also manage office budgets, contributing to the financial oversight of the department.

Responsibilities

• Answer inquiries on university issues, policies, and procedures from internal and external constituencies.
• Research and develop logistical details of meetings, events, and visits by officials.
• Develop meeting agendas and manage daily office routine.
• Compose and draft correspondence by researching specific situations and gathering background information.
• Schedule meetings and appointments, preparing reports utilizing current software such as Microsoft Office.
• Review and analyze incoming memos, submissions, correspondence, and reports to prioritize materials and organize documents.
• Receive, screen, and prioritize incoming calls and visitors.
• Manage office budgets, ensuring financial oversight.

Requirements

• Comprehensive experience in an executive administrative assistant or support organizational role.
• Considerable experience in researching and preparing confidential and sensitive documents.
• Effective interpersonal and communication skills.
• Strong organizational and time-management skills.
• Sound judgment and problem-solving abilities.
• Experience working independently and as a team member.
• Experience planning and scheduling, preparing reports, and compiling correspondence.
• Basic experience monitoring budgets and personnel documents.

Nice-to-haves

• Comprehensive experience in higher education, corporate, or governmental executive administrative positions.
• Some knowledge of university policies and procedures.
• Basic experience with financial accounting software.
• Membership and/or certification from the International Association of Administrative Professionals.
• Commonwealth of Virginia Notary Commission.

Benefits

• Sign on Bonus
• Salary commensurate with education and experience