Executive Assistant to the Interim Dean

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Position Summary

The School of Business at Virginia Commonwealth University (VCU) invites talented and qualified applicants to apply for the role of Executive Assistant to the Interim Dean. This position is a key member in the School of Business and ensures that the activities of the Interim Dean are executed and optimally supported with the highest level of professionalism. Under the direction of the Interim Dean, the Executive Assistant will work closely with school leadership to perform a wide range of highly confidential administrative support duties requiring discretion and independent judgment. The Executive Assistant is responsible for managing the Interim Dean's scheduled appointments and ensuring school leadership is well-prepared, well-informed and well-equipped for meetings, events and travel. This position will also coordinate school-wide events where the Interim Dean or other senior leadership are actively engaged. This position is expected to anticipate needs and proactively solve problems and/or independently handle issues.

Typical Duties

• Provide a wide range of executive-level administrative support and serve as principal administrative contact and liaison with internal and external University constituents

• Practice a high level of strict and absolute confidentiality and integrity both internally and externally in carrying out job duties and responsibilities

• Manage the calendar of the Interim Dean using strong decision-making skills to determine the importance, necessity, and time-sensitivity of requests

• Continuously assess the importance and urgency of requests for the Interim Dean's time, context for the requests, and make appropriate time available

• Proactively anticipate the needs of the Interim Dean in preparation for upcoming meetings, engagements, and daily office management

• Accompany the Interim Dean or senior leadership to selected internal and external meetings, compile notes, and coordinate execution of follow up actions as directed by the Interim Dean

• Coordinate and confirm domestic and international travel arrangements

• Develop and update presentations and talking points for Interim Dean's meetings

• Collaborate with the Marketing and Communications team to execute internal and external communication strategies for the Dean's Office

• Demonstrate knowledge and exercise judgment in interpreting and applying VCU and School of Business policies and procedures

Other Duties as Assigned: Supports the Interim Dean on special projects, represents the school on university-level and school-level working groups; participates in other activities as directed.

Required Qualifications

• Minimum 3 years experience in an executive administrative support role or equivalent experience in a dynamic, fast-paced environment which required high levels of autonomy, strategic thinking, and coordination

• Ability to maintain confidentiality and to protect/preserve confidential information in accordance with all University and government regulations

• Ability to actively anticipate the needs of the Interim Dean and prioritize in a fast-paced environment

• Ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact

• Excellent written, oral, and interpersonal communication skills

• Ability to prepare written communication and correspondence in professional business English at or above the college level, conforming to style guidelines of the University and the School of Business

• Experience in organizing, prioritizing, and coordinating schedules for one or more senior-level executives using both electronic calendaring software and manual systems

• Ability to coordinate and confirm domestic and international travel arrangements

• Ability to work effectively with minimal supervision and used informed decision-making to successfully manage multiple projects and deadlines

• Excellent skills in organizing/prioritizing work and coordinating high-volume workflow

• Proficient with Microsoft Windows-based programs and Google Suite

• Bachelor's degree or equivalent applicable training and/or experience

• Experience working in and fostering a diverse work environment or the commitment to do so as an employee at VCU

Preferred Qualifications

• Previous experience providing executive administrative support to senior management in an academic setting

• Previous experience planning and facilitating corporate events

• Previous experience in executive-level scheduling and coordinating travel

• Knowledge of the mission, vision, business, and administrative practices of VCU

Additional Information

All full-time university staff are eligible for VCU's robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, retirement planning and savings options, tax-deferred annuity and cash match programs, generous tuition benefit, employee discounts, well-being resources, abundant opportunities for career development and advancement and more. Learn more about VCU's benefits here.

Typical Schedule: This role is in the office Monday - Friday and may require periodic weekend and evening hours.

The School of Business is committed to the growth and professional development of its team members and will provide opportunities to foster a culture of learning and career development.

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.

Salary Range: $55,000 - $60,000

Position Details:

Department: School of Business, Dean's Office Administration Employment Type: UF - University Employee FT Restricted Status: No FTE: 100 Exemption Status: Non-Exempt

ORP Eligible: No

VCU Title: Executive Administrative Assistant series, GA Family

Contact Information:

Contact Name: Christina Hansen

Contact Email: [email protected]