Executive Assistant to the Dean, School of Business
- Employer
- Virginia Commonwealth University
- Location
- Virginia, United States
- Salary
- Salary Not Specified
- Date posted
- Nov 18, 2021
View more
- Position Type
- Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Alumni Affairs, Executive, Other Executive
- Employment Level
- Administrative
- Employment Type
- Full Time
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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 me etings 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.
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.
- 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
- 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
- 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
- Post-secondary education or equivalent
- Extensive high-level administrative experience supporting
business or non profit executives or senior education
leadership
- Current or prior experience in higher education administration
or development
- Advanced skills in MS PowerPoint or other presentation
software
- Experience managing travel arrangements and reimbursement
- Event planning and execution experienc e
Position Details:
Department: School of Business - Dean's Office
Employment Type: University
Restricted Status: N/A
FTE: 100%
Exemption Status: Exempt
Position Number: 002640
Contact Information:
Contact Name: School of Business
Contact Email: bushr@vcu.edu
As a part of your application packet, please supply 3 professional references. This position will close on Saturday, Dec. 4, 2021.
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