Executive Assistant

• 907 Floyd Avenue, MCV Main Campus, Virginia, United States, 23284

• SVP Health Sciences SML

• General Administration

• Full-Time (Salaried)

• Virginia Commonwealth University

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Summary:

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. Virginia Commonwealth University is an equal opportunity employer.

Unit: School Of Medicine MBU

Department: Dean's Office
- Research

Duties & Responsibilities:

VCU School of Medicine is seeking an Executive Assistant to provide comprehensive, professional level administrative support to the Senior Associate Dean of Research. This role is essential in managing a wide range of executive-level tasks, ensuring the efficient operation of the office, and facilitating smooth communication and coordination within the School of Medicine.

The ideal candidate will be proactive, resourceful, and possess excellent organizational, communication, and time-management skills. This position requires a high degree of confidentiality, professionalism, and discretion.

Key Responsibilities:

Administrative Support

• Serve as the primary point of contact for the Senior Associate Dean, managing their schedule, appointments, and travel arrangements.
• Independently prioritize needed meetings and other activities. Stay abreast of frequent schedule changes and provide advance notice and arrangements for meetings.
• Organize and prepare materials for meetings, presentations, and events, ensuring that the Senior Associate Dean is well-prepared for all engagements.
• Manage correspondence, including drafting, editing, and proofreading emails, memos, and other documents.
• Manage travel coordination for Senior Associate Dean to include researching travel options, coordinating with state travel agency, booking reservations, developing travel itineraries and processing reimbursements.
• Screen and prioritize incoming communications, responding on behalf of the Senior Associate Dean as appropriate.
• Support finance team with scheduling and document support during budget season.
• Greet and welcome scheduled appointments.
• Handle confidential information with discretion and professionalism.

Project Management

• Support special projects as assigned by the Senior Associate Dean, including coordinating cross-departmental initiatives, compiling data, and conducting research.
• Track project progress, provide regular updates, and assist with meeting deadlines.

Meeting & Event Coordination

• Coordinate meetings and events, including booking venues, arranging catering, and preparing agendas and materials.
• Take detailed minutes during meetings, ensuring follow-up on key actions and decisions.
• Assist with the preparation and distribution of meeting materials in advance of executive and committee meetings.
• Partner with Human Resources to provide administrative support for executive search committees as needed

Office Management

• Maintain and organize files, records, and databases for the Senior Associate Dean’s office.
• Ensure the office operates efficiently by managing supplies, overseeing technology needs, and liaising with other administrative staff.

Qualifications:

Minimum Qualifications

• Bachelor’s degree or equivalent experience
• Demonstrated experience supporting executives, senior leadership, or comparable roles in a complex organization.
• Exceptional organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong verbal and written communication skills, with the ability to interact professionally with senior leadership, faculty, and staff.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Zoom, Docu Sign and Adobe.
• Discretion in handling sensitive information and maintaining confidentiality.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently as well as part of a collaborative team.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty,…