Executive Administrative Assistant - Internal Candidates Only

Virginia Commonwealth University • Richmond, VA

1d • $50,000 - $88,400 • Hybrid

About The Position

The Executive Administrative Assistant supports the smooth operational, administrative, and strategic execution of initiatives in the Office of the Provost. This recruitment covers two positions: one supporting the Assistant Vice President of Communications and one supporting the Provost and Executive Vice President. Applicants may indicate a preference for one or both positions; the primary duties are the same.

The role serves as a professional point of contact for the department and its leadership, supports executive calendars and travel, coordinates building and event operations, handles inquiries, and helps advance institutional priorities and strategic initiatives. It requires exceptional organization, communication, adaptability, professionalism, discretion with confidential information, and the ability to manage complex competing priorities.

Requirements

• High school diploma or equivalent and at least three years of experience providing administrative support in an office setting.
• Ability to interact confidently and articulately with board members, executive leaders, and/or high-profile external clients.
• Strong organizational skills and a demonstrated ability to manage multiple complex projects or initiatives simultaneously under strict or challenging deadlines.
• Exceptional oral and written communication skills, including the ability to interact diplomatically with a wide range of internal and external stakeholders.
• Ability to handle highly confidential and sensitive information with discretion.
• Proficiency in database management and administrative support functions, with advanced skills in Microsoft Office Suite, Google Workspace, Adobe Acrobat, and other relevant technologies.
• Ability to work occasional evenings and weekends as needed, with flexibility and responsiveness to support the Provost’s operational needs.
• Ability to work under limited supervision, resolve most complex issues independently, and refer unprecedented issues to the Special Assistant.
• Ability to work in and foster an environment of respect, professionalism, and civility with faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a VCU staff member.

Nice To Haves

• Bachelor’s degree.
• Advanced degree in a relevant field.
• At least five years of executive-level administrative support to a college or university president, provost, chancellor, chief executive officer, or similarly senior executive leader.
• Experience coordinating executive travel independently, including flights, hotels, ground transportation, itineraries, travel details, and reimbursement processes, and proficiency with travel management databases, booking platforms, and related administrative systems.
• Experience in a research-intensive (R1) university environment, including familiarity with academic administrative or operational structures.
• Working knowledge of university policies, processes, and procedures.
• Familiarity with VCU core systems, including RealTime, RealSource, Banner, and Chrome River.

Responsibilities

• Serve as the department’s primary point of contact in the absence of the Special Assistant or senior leadership.
• Provide a welcoming and highly professional atmosphere for high-profile guests.
• Support and oversee day-to-day building operations for the executive suite or building, and liaise with University Facilities and Operations regarding maintenance, repairs, and custodial services.
• Monitor building inventory and order executive office supplies as needed.
• Schedule and prepare executive conference rooms and public spaces for receptions, ceremonies, and high-level institutional events.
• Answer inquiries, address walk-in requests, and tactfully resolve or route campus issues to the appropriate department or executive officer.
• Greet and direct visiting dignitaries, donors, board members, faculty, students, and community leaders while maintaining official protocols and confidentiality.
• Assist with management of the AVP Communications and Provost’s meeting and travel calendars, prioritize meeting requests, resolve scheduling conflicts, and prepare leaders with necessary materials for engagements.
• Collaborate with the department to triage incoming requests, complex issues, and time-sensitive inquiries directed to leadership, ensuring items are prioritized and routed correctly.
• Assist with day-to-day departmental operations, which may include tracking the office budget, processing expenses, managing travel arrangements, and maintaining sensitive institutional files.
• Partner with the department to advance institutional priorities, track key deliverables, and support execution of the Provost’s strategic initiatives.
• Assist with executive-level searches as needed.
• Complete special projects as assigned to ensure continuity of business operations within the Office of the Provost.

Benefits

• Comprehensive health benefits.
• Paid annual and holiday leave.
• Tuition benefits.
• Retirement planning and savings options.
• Tax-deferred annuity and cash match programs.
• Employee discounts.
• Well-being resources.
• Opportunities for career development and advancement.
• Opportunities for learning and career development within the Academic Operations team.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED