Virginia Union Univ - Richmond, VA
posted 8 days ago
About the position
Virginia Union University (VUU) is a distinguished private institution founded in 1865 that proudly upholds a legacy of academic excellence and community engagement. With a historic 86-acre campus, it offers a dynamic and nurturing environment for its 1,568 undergraduate and graduate students. Virginia Union University is recognized in the 2024 edition of U.S. News & World Report, holding a prestigious position as #39 among Historically Black Colleges and Universities. The Executive Assistant at Virginia Union University (VUU) plays a critical role in managing the reception area and coordinating the overall administrative activities of the Office of Administration. This position is responsible for ensuring smooth office operations, maintaining a professional image, and providing essential support to senior management. The ideal candidate will be highly organized, discreet, and capable of handling a wide range of tasks with a proactive and problem-solving mindset.
Responsibilities
- Manage the reception area to ensure effective telephone and mail communications both internally and externally, maintaining a professional image for the university.
- Supervise and coordinate overall administrative activities for the Office of Administration.
- Oversee the maintenance and alteration of office areas and equipment, including layout, arrangement, and housekeeping of office facilities.
- Negotiate the purchase of office supplies, furniture, and equipment for the staff in accordance with university purchasing policies and budgetary restrictions.
- Supervise the maintenance of office equipment, including copiers and fax machines.
- Handle day-to-day operations of office facilities, including distributing building access keys and managing back-up security access cards.
- Ensure the smooth functioning of office facilities, addressing any maintenance or operational issues promptly.
- Participate in special departmental projects as needed, providing support.
- Organize meetings, office events, and conferences, managing all logistical details.
- Arrange transportation and accommodation for university officials as needed.
- Prepare letters, presentations, and reports for senior management.
- Manage office budgets, ensuring effective use of resources and compliance with budgetary constraints.
- Implement and maintain office administrative systems and procedures.
- Use a range of software packages to manage databases, prepare documents, and support office operations.
- Attend meetings with senior management, providing administrative support and taking minutes as required.
Requirements
- A bachelor's degree or equivalent is required and or at least two years of previous experience in office management or a related field.
- Must be able to lift 10 pounds.
