The Administrative Assistant, Director’s Office provides vital
administrative support for the Executive Director and Managing
Director of the ICA. The Administrative Assistant is a key member
of the Director’s administrative team. This person will serve as
the primary coordinator of the Executive Director’s daily
activities and manage the workflow of the Directors’ offices
including, but not limited to: schedule management, gatekeeping,
records and reporting, and advisory board support. This position
will provide operational and administrative support so that the
Directors can focus efforts on furthering all aspects of the vision
and mission of the ICA.
Serves as a liaison between the Executive Director, the ICA staff
and advisory board, University leadership, staff and students,
funding agencies, current and prospective donors, and other key
internal and external constituents.
Coordinates advisory board & committee meetings, including:
event set-up, taking notes, preparing board minutes, packets, and
Supports ICA internal meetings, including those for the full team
and director’s group.
Assesses needs of individuals coming to or contacting the
Director’s office and either provides direct assistance or
redirects appropriately using sound judgment and professional
discretion and in accordance with knowledge of and in compliance
with University policies, procedures, guidelines, etc.
Independently resolves issues and follows up to determine
satisfactory results were achieved.
Manages the workflow of the Director’s office to ensure efforts are
coordinated, effective and efficient, and that the office can
provide the highest level of quality, professionalism, and
Assists Executive Director and Managing Director in prioritizing
responses including apprising of time sensitive/urgent matters and
those that are of a sensitive/confidential nature. Tracks deadlines
so that requests for information, complaints, clarification of
information, etc., are responded to in a timely manner.
Independently coordinates multiple projects ranging in scope and
complexity to include preparing documents, reports, presentations,
in support of the Directors and the mission of the ICA.
Manages the Executive Director’s calendar so that it is accurate at
all times. Oversees scheduling. Prioritizes meetings/schedules to
ensure deadlines are met and reschedules meetings/appointments to
meet changing needs. Sends reminders and confirms all appointments
in advance of scheduled meetings, as appropriate.
Researches and analyzes information for the Director’s Office using
available resources and/or contacts individuals to gather
information, as needed.
Exercises an understanding and sensitivity to the unique body of
faculty, staff, students, artists, performers, and board members,
and exhibits professional ethics and confidentiality when working
with this diverse constituency.
Makes routine decisions using discretion and judgment and shows
initiative with little outside direction.
Must be highly organized, detail oriented, and willing to work as
part of a collaborative team.
Demonstrated ability to work on multiple projects simultaneously
and maintain confidentiality in a fast-paced environment.
Excellent ability to prioritize tasks and manage them in an orderly
Must be flexible and willing to adapt to both University and ICA
Demonstrated proficiency with Google Apps, including Docs, Sheets,
Slides, and Calendar, as well as other common office software and
Experience using project management tools and software
Demonstrated experience working in and fostering a diverse faculty,
staff and student environment or commitment to do so as a staff
member at VCU
Experience working in the cultural and/or higher education
Experience working with institutional leadership, such as in a
director or dean’s office
A bachelor’s degree from an accredited institution of higher
learning, or equivalent education and experience
Salary Range: $42,000-$45,000
Employment Type: UF - University Employee FT
Restricted Status: No
Exemption Status: Non-Exempt
Contact Name: Traci Garland
Contact Email: email@example.com