Executive Assistant to CEO/ Corporate Secretary

Position Summary

The Executive Assistant provides assistance to the CEO of the VMI Alumni Agencies, including maintaining the CEO’s calendar, arrangements for meetings, and other duties as directed by the CEO.

The Corporate Secretary provides executive assistance to the Alumni Agencies Board, Foundation Board of Trustees, Alumni Association Board of Directors, the Keydet Club Board of Governors meetings and meetings of the Jackson-Hope Board of Overseers and the Peay Endowment Cabinet.

The Corporate Secretary also provides secretarial support and serves as primary point of contact for administrative support for the Alumni Agencies Board, VMI Board of Trustees, the Jackson-Hope Board of Overseers and the Peay Endowment.

Duties and Responsibilities for Executive Assistant

• Maintain CEO’s calendar, arrangements for meetings and materials.
• Supply advanced material for all meetings one week prior to meeting.
• Coordinate with Executive Assistant to the Superintendent for all pertinent meetings.
• Coordinate individual and group meetings with the senior leadership team as requested.
• Coordinate, update and manage calendar of meetings and pertinent Institute events in coordination with Director of Advancement Services.
• Maintain Notary Public license.
• Prepare correspondence, including donor letters, receipts, staff birthday cards, and employee anniversary recognition cards
• Other duties as assigned by the CEO

Duties and Responsibilities for Corporate Secretary

• For all 4 Agencies boards (Alumni Agencies Board, Foundation Board of Trustees, Keydet Club Board of Governors, Alumni Association Board of Directors) and two others (Jackson-Hope Board of Overseers, Peay Endowment Cabinet):

- Work with other agency assistants and COO’s to obtain necessary materials for all board meetings for dissemination through board portal.
- Record and transcribe minutes for all board meetings.
- Maintain all documents for all boards to include Conflict of Interest forms, bylaws, minutes, etc.

• Assist with and/or attend events associated with Agencies’ boards in coordination with the Director of Advancement Services.
• Assist with preparation and materials for Boards, attend retreats, and meetings
• Draft agendas and talking points, send out meeting notice and preparatory materials, record attendance, and record, transcribe, and distribute meeting minutes.

Knowledge, Skills and Abilities

• Excellent communication and presentation skills, both verbal and written
• Demonstrated ability to think strategically and to achieve results in a fast-paced, team-oriented environment
• Outstanding organizational skills, attention to detail, and ability to meet deadlines.
• Proficiency with Raiser’s Edge and IModules, BoardEffect and Microsoft Office Suite
• Schedule flexibility and ability to work occasional nights and weekends.

To apply, please submit your resume and a cover letter detailing your relevant executive assistant experience to ccathcart@vmiaa.org.

Application Deadline: 11/1/2023

VMI Alumni Agencies is committed to fostering an inclusive and diverse environment and do not discriminate against anyone because of race, color, religion, national origin, political affiliation, sex, age, or disability. We encourage applications from individuals of all backgrounds and experiences.

Job Type: Full-time

Pay: $45,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $45,000 - $52,000