Senior Executive Assistant - School of Social Work

$73,000 - $73,000/Yr

Virginia Commonwealth University - Richmond, VA

Full-time - Mid Level

Richmond, VA

Educational Services

About the position

The Senior Executive Assistant to the Dean of the School of Social Work at Virginia Commonwealth University (VCU) is a highly visible and pivotal role that encompasses a wide range of responsibilities aimed at ensuring the smooth operation of the Dean's office and the School. This position requires a proactive individual who can manage multiple tasks in a fast-paced environment while maintaining professionalism and discretion. The Executive Assistant will serve as the primary liaison for the Dean, interacting with high-level university officials, state representatives, and national organizations. This role is essential for promoting efficiency and facilitating the flow of information within the Dean's office and across various departments within the School. The Executive Assistant will be responsible for providing executive-level support, which includes managing the Dean's calendar, coordinating travel arrangements, and overseeing office operations. This position also involves planning and executing major School events, ensuring that all logistical aspects are handled effectively. The Assistant will independently solve day-to-day issues, manage committee assignments, and maintain various resources, including conference call accounts and generic emails. The role requires a high level of organization, attention to detail, and the ability to prioritize tasks effectively. In addition to administrative support, the Executive Assistant will play a key role in event planning, including school-wide events and fundraising activities. This includes managing event budgets, coordinating with vendors, and ensuring that events run smoothly from start to finish. The Assistant will also be responsible for facilities management, overseeing the use of office space, coordinating renovations, and managing building access. Furthermore, the role includes supervising student workers at the Information Center, ensuring that inquiries are handled professionally and efficiently. Overall, the Senior Executive Assistant is a critical position that requires a blend of administrative expertise, event planning skills, and the ability to work collaboratively with various stakeholders to support the mission of the School of Social Work at VCU.

Responsibilities

• Provide executive level support to the dean and serve as their liaison.
• Plan meetings and ensure they are entered accurately and in a timely manner.
• Use diplomacy and judgment in managing the dean's valuable time resources.
• Independently problem solve day-to-day issues ranging from those of a routine nature to those of complexity.
• Coordinate and plan travel arrangements and accurately submit reimbursements for dean and guest travelers.
• Maintain committee assignment list and manage various resources such as the reservationless conference call account.
• Independently plan various school-wide events and assist with planning fundraising and donor events.
• Reserve appropriate space for events, provide reception assistance, and prepare agendas.
• Manage event budgets and ensure events run smoothly from set-up to tear down.
• Assist with the planning, design, and assignment of office and common space use.
• Coordinate renovations, purchases, and resolution of building-related issues.
• Supervise Information Center student workers and ensure the information desk is covered during business hours.
• Adequately plan for the use of funds during the annual budget planning process and monitor expenditures.

Requirements

• Bachelor's degree or equivalent experience.
• Experience coordinating the daily operations of an office.
• Experience planning executive-level meetings and events.
• Experience in budget planning and/or budget management.
• High proficiency in Google applications, internet software, Microsoft Office applications (Word, Excel, PowerPoint).
• Strong organizational skills and exceptional customer service skills.
• Demonstrated ability to deal effectively with a wide variety of people in person, on the phone, or electronically.
• Proven ability to work in a fast-paced environment, sometimes under pressure.
• Demonstrated ability to prioritize work, handle multiple tasks, and meet deadlines.
• Proven ability to attend to details and experience proofreading work of others.
• Demonstrated ability to be self-motivated, work independently, and take initiative.
• Demonstrated ability to independently problem solve using sound judgment and professional discretion.
• Demonstrated high level of professionalism, strong work ethic, organizational and time management skills.
• Demonstrated ability to handle confidential matters and exercise discretion.
• Demonstrated ability to interpret and apply university policies and procedures.
• Ability to work in a diverse work environment.

Nice-to-haves

• Executive level administrative experience in a university setting.
• Experience with teleconferencing and video conferencing equipment.
• Knowledge of state and university purchasing and travel policies and procedures.

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