Executive Assistant, School of Medicine

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

Position Summary:

VCUSchool of Medicine is seeking an Executive Assistant to provide comprehensiveprofessional level administrative support to the Senior Associate Dean ofResearch. This role is essential in managing a wide range ofexecutive-level tasks ensuring the efficient operation of the office andfacilitating smooth communication and coordination within the School ofMedicine.

Theideal candidate will be proactive resourceful and possess excellentorganizational communication and time-management skills. This position requiresa high degree of confidentiality professionalism and discretion.

KeyResponsibilities:

1. AdministrativeSupport
-Serve as the primary point of contact for the Senior Associate Dean managingtheir schedule appointments and travel arrangements.
-Independently prioritize needed meetings and other activities. Stay abreast offrequent schedule changes and provide advance notice and arrangements formeetings.
-Organize and prepare materials for meetings presentations and events ensuringthat the Senior Associate Dean is well-prepared for all engagements.
-Manage correspondence including drafting editing and proofreading emailsmemos and other documents.
-Manage travel coordination for Senior Associate Dean to include researching traveloptions coordinating with state travel agency booking reservationsdeveloping travel itineraries and processing reimbursements.
-Screen and prioritize incoming communications responding on behalf of theSenior Associate Dean as appropriate.
-Support finance team with scheduling and document support during budgetseason.
-Greet and welcome scheduled appointments.
-Handle confidential information with discretion and professionalism.

2. ProjectManagement
-Support special projects as assigned by the Senior Associate Dean includingcoordinating cross-departmental initiatives compiling data and conductingresearch.
-Track project progress provide regular updates and assist with meetingdeadlines.

3. Meeting& Event Coordination
-Coordinate meetings and events including booking venues arranging cateringand preparing agendas and materials.
-Take detailed minutes during meetings ensuring follow-up on key actions anddecisions.
-Assist with the preparation and distribution of meeting materials in advanceof executive and committee meetings.
-Partner with Human Resources to provide administrative support for executivesearch committees as needed

4. OfficeManagement
-Maintain and organize files records and databases for the Senior AssociateDeans office.
-Ensure the office operates efficiently by managing supplies overseeingtechnology needs and liaising with other administrative staff.

Position will remain open until filled.

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

VCU is committed to hiring veterans! VCU will include a veterans period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!

Minimum Qualifications:

• Bachelors degree or equivalent experience
• Demonstrated experience supportingexecutives senior leadership or comparable roles in a complex organization.
• Exceptional organizational skills with the ability to managemultiple tasks and priorities in a fast-paced environment.
• Strong verbal and written communication skills with the abilityto interact professionally with senior leadership faculty and staff.
• High level of proficiency in Microsoft Office Suite (Word ExcelPowerPoint Outlook)
• Experience with Zoom DocuSign 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 collaborativeteam.
• Demonstrated experience working in and fostering a diversefaculty staff and student environment and commitment to do so as a staffmember at VCU.

Preferred Qualifications:

• Previous experience working within a higher education and/oracademic medical center environment.
• Knowledge of School of Medicine policies and procedures.
• Working knowledge of university systems.
• Project management experience.
• Advanced skills in Visio.

Brittany Usera