Executive Administrative Assistant - Internal Applicants Only

Virginia Commonwealth University•Richmond, VA

17d•$50,000 - $88,400•Hybrid

About The Position

The Executive Administrative Assistant supports the operational, administrative, and strategic execution of initiatives in the Office of the Provost. This recruitment will fill 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; primary duties are the same. The role requires professionalism, discretion, strong organizational and communication skills, and the ability to manage competing priorities in a fast-paced environment. The assistant supports executive calendars, meetings, travel, building operations, events, administrative processes, and institutional initiatives. The position is primarily on-site, with remote work possible at the manager’s discretion, and may require occasional evening and weekend work. The role is open to internal applicants only.

Requirements

High school diploma or equivalent and at least three years of administrative support experience 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 demonstrated ability to manage multiple complex projects or initiatives simultaneously under strict or challenging deadlines.
Exceptional oral and written communication skills and demonstrated ability to interact diplomatically with diverse internal and external stakeholders.
Ability to handle highly confidential and sensitive information with discretion.
Proficiency in database management and administrative support functions, including advanced skills in Microsoft Office Suite, Google Workspace, Adobe Acrobat, and other relevant technologies.
Ability to work occasional evenings and weekends and demonstrate 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 or commitment to foster an environment of respect, professionalism, and civility among faculty, staff, and students from all backgrounds and experiences.

Nice To Haves

Bachelor’s degree preferred.
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 independently coordinating executive travel, including flights, hotels, ground transportation, itineraries, travel details, and reimbursements, with proficiency in 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 when the Special Assistant or senior leadership is absent.
Create a welcoming, professional environment for high-profile guests and greet and direct dignitaries, donors, board members, faculty, students, and community leaders while maintaining protocols and confidentiality.
Support day-to-day executive suite and building operations 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 institutional events.
Answer inquiries, handle walk-in requests, resolve or route campus issues, and triage incoming requests and time-sensitive matters directed to leadership.
Assist with the Assistant Vice President of Communications’ and Provost’s meeting and travel calendars, prioritize meeting requests, resolve scheduling conflicts, and prepare leaders with materials for engagements.
Support department operations, including tracking the office budget, processing expenses, arranging travel, and maintaining sensitive institutional files as needed.
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 to support continuity of business operations in the Office of the Provost.