Executive Assistant to the Dean, School of Business

Virginia Commonwealth University

Richmond, VA

ID: 7089437
Posted: November 18, 2021
Application Deadline: Open Until Filled

Job Description

The School of Business is excited to invite applicants to apply for the position of Executive Assistant to the Dean and Senior Associate Dean. The executive assistant is a key member in the School of Business and ensures that the activities of the Dean and Senior Associate Dean are executed and optimally supported with the highest level of professionalism. Under the direction of the Dean, the Executive Assistant will work closely with school leadership to perform a wide range of complex and highly confidential administrative support duties requiring discretion and independent judgment. The Executive Assistant is responsible for managing the Dean and Senior Associate Dean’s daily and scheduled appointments ensuring the school leadership is well-prepared, well-informed and well-equipped for meetings and travel. The Executive Assistant will coordinate school-wide events where the Dean or Senior Associate Dean are actively engaged. The Executive Assistant is expected to anticipate needs and proactively solve problems and/or independently handle issues.



The Executive Assistant to the Dean and Senior Associate Dean will perform executive-level support functions including (but not limited to) the following:

Provide a wide range of executive-level administrative support and serve as principal administrative contact and liaison with internal University and external constituents including: donors, foundation board trustees, corporate partners and community leaders.

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

Proactively identify issues that could impact the successful execution of the Dean and Senior Associate Dean’s commitments

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

Manage the Dean and Senior Associate Dean’s calendars with the responsibility of scheduling meetings and events, supporting the creation of agendas, and taking minutes when needed; direct responsibility to coordinate the recurring senior staff meeting

Ensure follow-up items are tracked based on input from Dean and own judgment

Compile information and data; prepares administrative and program reports, correspondence, memorandum, and other internal documents

Develop and update presentations and talking points for Dean’s meetings, including internal and external advisory groups, faculty and staff meetings, and coordinate with the School of Business Foundation Executive Director on presentations to the School of Business Foundation Trustees.

Support the needs of the senior staff and academic leadership in their ability to raise critical issues with the Dean and Senior Associate Dean and receive needed responses, guidance and decisions

Makes high-level contacts of a sensitive nature on behalf of the Dean using discretion, diplomacy, and time-sensitivity

Collaborate with the Director of Communications and Marketing on communications from the Dean and executing internal communications strategy.

Coordinate preparation for high-level donor visits or public appearances with the offices of the President, the Vice President for Development and Alumni Relations, and University Relations, among others.

Create a positive and welcoming atmosphere in the Dean’s office

Use the University’s electronic systems for expense management, travel booking and placing orders with vendors. Monitor and reconcile expenses and ensure reimbursement of travel (domestic and international).

Performs other job-related duties as assigned.

MINIMUM HIRING STANDARDS:

KNOWLEDGE:

Knowledge of current administrative principles and practices

Knowledge of relevant computer software programs, including windows operating system, Microsoft office programs, email, calendar programs, and use of the web for access to resources.

SKILLS:

Excellent oral, written, and interpersonal skills with the ability to adjust communications to best fit different audiences

High levels of organizational skill, accuracy, and attention to detail

Skilled in managing the multiple facets of varying events to ensure success

ABILITIES:

Ability to anticipate needs, think critically, and offer solutions to problems

Ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies

Ability to work independently, coordinate multiple projects and meet deadlines

Ability to create a positive environment with a focus on service excellence and inspire others to do the same

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

Ability to handle sensitive issues and maintain confidentiality

Ability to write in the voice of the Dean and provide signature ready communications

REQUIRED QUALIFICATIONS:

High school diploma or equivalent.

Five years or more of relevant experience in a senior level administrative position or an equivalent combination of education and relevant experience

Proficiency in Microsoft Office, specifically Word and PowerPoint, with knowledge of other common programs applicable to business operations

Ability to work limited evenings and weekends for special events of the School

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