Administrative Assistant to the CFO - Va Tech Foundation

Virginia Tech Foundation, Inc. (VTF) is a nonstock corporation established in 1948 for the sole purpose of managing Virginia Tech’s endowment and real estate portfolio, now valued at $2.8 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. VTF’s wholly owned for-profit subsidiary, Virginia Tech Corporate Research Center, Inc., is a research park that catalyzes commercialization and industry collaboration.

Position Summary:

Reporting to the Chief Financial Officer (CFO), the Administrative Assistant (AA) is the primary administrator of the CFO’s office. The AA manages the calendar, monitors correspondence, books travel, processes receipts and reimbursement, and coordinates follow-up on group projects. This position requires not only exceptional administrative skills but also a solid understanding of finance principles to support the CFO in various financial tasks and responsibilities, as well as the ability to manage reception duties effectively. The AA’s contribution ensures efficient office performance and influences team effectiveness.

Role & Responsibilities:

Administrative Support:

• Manage the CFO's calendar, schedule appointments, and coordinate meetings.
• Handle phone calls, emails, and correspondence on behalf of the CFO.
• Prepare and edit reports, presentations, and financial documents.
• Maintain accurate records and files, both electronic and physical.
• Arrange travel arrangements and accommodations as needed.

Financial Support:

• Assist with financial reporting and analysis under the guidance of the CFO.
• Coordinate the preparation and distribution of financial statements, budgets, and forecasts.
• Conduct research and gather data for financial projects and initiatives.
• Assist in the preparation of board presentations.
• Help monitor financial performance and identify areas for improvement.

Communication and Collaboration:

• Liaise with other departments and team members to gather information and facilitate communication with the CFO.
• Collaborate with accounting and finance teams to ensure accuracy and consistency in financial records and reports.
• Serve as a point of contact for external stakeholders, including vendors and university staff, as directed by the CFO.

Reception Duties:

• Greet and welcome visitors in a professional and friendly manner.
• Answer, screen, and direct incoming phone calls to the appropriate personnel.
• Manage the reception and kitchen area to ensure it is tidy and presentable, with all necessary office supplies.
• Receive and distribute mail and deliveries.
• Order office and cleaning supplies for the entire C-Suite.
• Submit facilities work requests as needed.

Special Projects:

• Support the CFO in projects such as mergers and acquisitions, financial audits, or process improvements.
• Conduct research, analysis, and documentation as required for project initiatives.

Qualifications:

• Associate’s degree in Finance, Accounting, Business Administration, or related field or equivalent experience.
• Proven recent experience as an executive administrative assistant or in a similar role, preferably supporting C-suite executives, with experience preferably in finance.
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications
• Exceptional organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously
• Strong written and verbal communication skills, with keen attention to detail
• Highly credible and trustworthy and operates with a high degree of integrity, including the ability to honor the bounds of confidentiality and privacy
• Solid understanding of financial principles, terminology, and concepts.
• Strong attention to detail and accuracy in data entry and financial analysis.
• Ability to work effectively under pressure in a fast-paced environment
• Ability to anticipate needs and solve problems; service-oriented
• Energetic with a professional presence

Virginia Tech Foundation is an equal-opportunity employer.