Executive Assistant to the Executive Director - VTNSI

Job Description

The Virginia Tech National Security Institute (VTNSI) is a national leader in advancing security and resilience through innovative, applied research; developing the next generation of national security experts; and building strategic alliances to address evolving national security challenges. VTNSI brings together exceptional interdisciplinary faculty and researchers, unique research infrastructure, and deep partnerships with government and industry to deliver impactful research and development.

The Executive Assistant to the Executive Director is a member of the VTNSI Administrative Services team and provides dedicated, high-level executive and administrative support to the Executive Director. Reporting to the Administrative Services Manager, the position serves as the primary executive administrative resource to the Executive Director while operating as part of the Institute’s shared administrative services model.

The Executive Assistant is responsible for the sophisticated management of the Executive Director’s complex and frequently changing calendar, meetings, travel, communications, executive engagements, and other activities necessary to support the Executive Director’s leadership of the Institute. The position develops an in-depth understanding of Institute priorities and the Executive Director’s responsibilities in order to anticipate needs, prioritize competing demands, resolve conflicts, and proactively recommend solutions.

Given the Institute-wide responsibilities of the Executive Director, the position coordinates leadership meetings and activities, university engagements, major Institute events, Advisory Board and stakeholder engagements, high-profile visits, and other executive activities involving faculty, university leadership, government officials, corporate and industry leaders, sponsors, advisory groups, and other external partners.

As a member of the Administrative Services team, the Executive Assistant works collaboratively with other executive and administrative support personnel across VTNSI to promote coordinated service, consistent administrative practices, information sharing, and continuity of executive support. The position works in close partnership with the Executive Assistant and Institute Coordinator, Arlington, other Institute Coordinators, Facilities and Operations, Finance and Business, Human Resources, PMO, IT, and other Institute and university partners.

Although the position provides dedicated support to the Executive Director, it operates within a shared-services structure and is expected to contribute to team coordination, cross-training, backup coverage, common administrative practices, and broader Institute administrative priorities as appropriate.

Required Qualifications

• Degree in a relevant field or equivalent combination of education, training, and experience.
• Significant experience providing executive-level administrative support to senior leadership in a complex professional environment.
• Demonstrated experience with sophisticated management of complex and frequently changing executive calendars, meetings, travel, and competing priorities.
• Demonstrated ability to anticipate executive needs, independently resolve administrative matters, prioritize competing demands, and exercise sound judgment.
• Experience coordinating executive meetings, leadership activities, events, high-profile visits, travel, or other complex logistics.
• Experience preparing professional correspondence, agendas, presentations, briefing materials, reports, and other executive-level documentation.
• Exceptional organizational skills and attention to detail, with demonstrated ability to independently manage multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to interact professionally and effectively with senior leaders, faculty, staff, and internal and external stakeholders.
• Demonstrated discretion and integrity in handling sensitive and confidential information.
• Ability to work collaboratively as part of a shared administrative services team and across organizational units, functional areas, and locations.
• Due to the nature of the work conducted by the organization, the successful candidate must be a U.S. Person (U.S. Citizen or Permanent Resident).

Preferred Qualifications

• Experience providing dedicated executive-level administrative support to a senior executive in a complex organization.
• Experience working in higher education, research, government, or another complex professional organization.
• Experience supporting executive interactions with government officials, corporate or industry leaders, sponsors, university leadership, advisory groups, or other senior-level stakeholders.

Pay Band

4

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Restricted

Salary Information

$65,000-$75,000; commensurate with experience

Hours per week

40+

Review Date

November 30, 2026

Additional Information

Position is located in Blacksburg, VA and requires weekly onsite presence. Due to the sensitive nature of the institute's projects, position is restricted to US Persons.

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Josh Worrell at joshuaw91@vt.edu during regular business hours at least 10 business days prior to the event.