Executive Assistant to the Dean

Executive Assistant to the Dean

At VCU, we provide UNcommon learning, research, creativity, service and discovery — the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers. VCU is a great place to work. It is a place of opportunity, where your success is supported and your career can thrive. VCU offers employees a generous leave package, career paths for advancement, competitive pay, and an opportunity to do mission-driven work.

Executive Support:

Provide primary administrative support to the Dean.

Manage the Dean's calendar, scheduling meetings while balancing strategic priorities, travel, focused work time, and university commitments.

Coordinate travel authorizations, reimbursements, purchasing requests, and other administrative functions.

Draft, edit, proofread, and coordinate correspondence, reports, presentations, and other executive communications.

Maintain confidential records and information while exercising discretion and sound judgment.

Serve as liaison between the Dean and internal and external constituents.

Executive Operations Coordination:

Coordinate special projects, strategic initiatives, and action items assigned by the Dean.

Maintain systems that organize priorities, deadlines, meeting outcomes, and follow-up activities.

Monitor progress on assigned initiatives and assist with coordinating communications among stakeholders.

Assist in maintaining annual planning calendars, recurring deadlines, and leadership priorities.

Recommend improvements to administrative workflows and organizational processes that improve efficiency within the Dean's Office.

Assist with coordinating activities that involve multiple administrative units or departments.

Executive Communications and Meeting Support:

Coordinate logistics for leadership meetings, advisory boards, committees, donor meetings, and other executive meetings.

Prepare agendas, meeting packets, executive briefing materials, and presentation slides.

Record meeting notes and coordinate follow-up on decisions and action items as requested.

Assist in preparing reports, presentations, speeches, newsletters, and other communications.

Organize and maintain electronic files, presentations, reports, and executive reference materials.

Dean's Office Administration:

Coordinate Dean's Office events including graduation ceremonies, receptions, convocations, faculty recognition events, and donor activities.

Manage School Google Groups, Events Calendar, parking QR passes, and related administrative systems.

Prepares promotion and tenure packets for delivery to the Office of the Provost.

Collaborate closely with other Dean's Office staff to ensure efficient daily operations of the Dean's Office.

Perform other duties as assigned.

Qualifications:

Minimum Qualifications

Bachelor's degree or equivalent combination of education and experience.

Minimum three years demonstrated experience providing administrative support to executive or senior-level leaders in a complex organization.

Excellent organizational, interpersonal, written, and verbal communication skills.

Demonstrated ability to manage multiple priorities while maintaining accuracy and attention to detail.

Demonstrated ability to anticipate executive needs, and use sound judgment to proactively resolve issues, maintain confidentiality, and work independently.

Demonstrated experience coordinating meetings, events, projects, or executive activities involving multiple stakeholders.

Strong proficiency with Microsoft Office Suite, Google Workspace (Drive, Calendar, Docs, Sheets, Slides, and Forms), presentation software, and calendar management tools.

Demonstrated ability to prepare professional correspondence, reports, and presentation materials.

Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

Master's degree or equivalent combination of education and experience.

Demonstrated experience supporting a dean, executive, or senior administrator within higher education.

Knowledge of VCU policies and administrative procedures.

Demonstrated experience using technology to improve administrative efficiency, including collaboration platforms, project tracking tools, presentation software, and AI-enabled productivity tools.

Experience identifying opportunities to improve office operations, administrative processes, or organizational effectiveness.

Salary Range: $65,000 - $75,000

Benefits: All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt Hours per Week: 40

Restricted Position: No ORP Eligible: No Flexible Work Arrangement: On Site

University Job Title: Executive Assistant to the Dean

Contact Information: Contact Name: Kevin Sutherland Contact Email: View email address on click.appcast.io

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer