CTO Executive Assistant

$56,000 - $56,000/Yr

Virginia Commonwealth University - Richmond, VA

Full-time - Entry Level

Richmond, VA

Educational Services

About the position

The CTO Executive Assistant position at Virginia Commonwealth University (VCU) is a vital role that supports the CTO Leadership team and the operational activities associated with the Massey Comprehensive Cancer Center. The primary purpose of this position is to ensure the smooth functioning of programmatic activities by performing a variety of organizational tasks that require excellent communication skills and a professional demeanor. The individual in this role will be expected to be onsite at least 2-3 times per week and present during programmatic activities 3-5 times a month. This position will report directly to the Director for Clinical Research Operations and Management. The responsibilities of the CTO Executive Assistant include scheduling both small and large-scale meetings, assisting with research-related events, coordinating travel logistics, and providing fiscal administrative support by preparing and processing expense and reimbursement authorizations. The assistant will also handle meeting logistics, which includes catering, conference room scheduling, IT support, and advertising. Additionally, the role involves preparing various communications such as memos, emails, invoices, reports, and other correspondence, as well as researching and collecting information to support the CTO leadership team. The assistant will maintain meeting agendas, minutes, and attendance records, and will be responsible for scheduling and maintaining the daily calendar for the CTO Executive Director and Director. The role also includes creating reports, documents, and other deliverables as requested by CTO leadership, answering and returning calls to the CTO Main Phone Line, and maintaining metrics on those calls. Furthermore, the assistant will assist in process improvements and project management as requested by CTO leadership to help move projects forward and represent the CTO at internal organizational meetings.

Responsibilities

• Scheduling both small and large-scale meetings.
• Assisting with research-related events.
• Coordinating travel logistics.
• Providing fiscal administrative support by preparing/processing expense and reimbursements authorizations.
• Handling meeting logistics (e.g., catering, conference room scheduling, IT support, and advertising).
• Preparing communications, such as memos, emails, invoices, reports and other correspondence.
• Researching and collecting information.
• Maintaining meeting agendas, minutes, and attendance.
• Scheduling and maintaining daily calendar for CTO Executive Director and Director.
• Creating reports, documents, and other deliverables as requested by CTO leadership.
• Responsible for answering and returning calls to CTO Main Phone Line and maintaining metrics on said calls.
• Assisting in process improvements and project management as requested by CTO leadership to move projects forward.
• Representing CTO at internal organizational meetings.

Requirements

• Excellent interpersonal and written/verbal communication skills with attention to detail in all written correspondence.
• Excellent customer service skills displaying a positive attitude.
• Demonstrated experience and excellence coordinating/managing division activities/tasks and projects and synchronizing input from multiple stakeholders.
• Excellent analytical/decision-making skills.
• Excellent ability to multitask (e.g., managing multiple tasks concurrently).
• Excellent organizational understanding and effective time management skills.
• Excellent computer, clerical, and organizational skills.
• Must be self-motivated with the ability to work both independently and as a team member.
• Must be willing to learn new skills and strive to enhance existing skills.
• Experience working collaboratively and effectively within a team setting (e.g., on and off-site colleagues, consultants and outside agencies). Must be able to work in a diverse environment.
• Must be flexible and willing to adapt to change (e.g., shifting priorities).
• Strong familiarity with Microsoft Office applications: Word, Excel, PowerPoint.
• Demonstrated ability to independently problem solve.
• Demonstrated ability to multitask successfully.
• At least two years of previous administrative coordination experience.

Nice-to-haves

• Prior experience supporting administrative tasks at an academic medical center.
• Bachelor's degree.
• Demonstrated history of positions each with increasing levels of responsibility and accountability.

Benefits

• Comprehensive health benefits
• Paid annual and holiday leave granted up front
• Generous tuition benefit
• Retirement planning and savings options
• Tax-deferred annuity and cash match programs
• Employee discounts
• Well-being resources
• Abundant opportunities for career development and advancement