Executive Assistant, School of Medicine

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education.

Position Summary:

VCU School of Medicine is seeking an Executive Assistant to provide comprehensive, professional level administrative support to the Senior Associate Dean of Research. This role is essential in managing a wide range of executive-level tasks, ensuring the efficient operation of the office, and facilitating smooth communication and coordination within the School of Medicine.

The ideal candidate will be proactive, resourceful, and possess excellent organizational, communication, and time-management skills. This position requires a high degree of confidentiality, professionalism, and discretion.


Key Responsibilities:

1. Administrative Support
-Serve as the primary point of contact for the Senior Associate Dean, managing their schedule, appointments, and travel arrangements.
-Independently prioritize needed meetings and other activities. Stay abreast of frequent schedule changes and provide advance notice and arrangements for meetings.
-Organize and prepare materials for meetings, presentations, and events, ensuring that the Senior Associate Dean is well-prepared for all engagements.
-Manage correspondence, including drafting, editing, and proofreading emails, memos, and other documents.
-Manage travel coordination for Senior Associate Dean to include researching travel options, coordinating with state travel agency, booking reservations, developing travel itineraries and processing reimbursements.
-Screen and prioritize incoming communications, responding on behalf of the Senior Associate Dean as appropriate.
-Support finance team with scheduling and document support during budget season.
-Greet and welcome scheduled appointments.
-Handle confidential information with discretion and professionalism.

2. Project Management
-Support special projects as assigned by the Senior Associate Dean, including coordinating cross-departmental initiatives, compiling data, and conducting research.
-Track project progress, provide regular updates, and assist with meeting deadlines.

3. Meeting & Event Coordination
-Coordinate meetings and events, including booking venues, arranging catering, and preparing agendas and materials.
-Take detailed minutes during meetings, ensuring follow-up on key actions and decisions.
-Assist with the preparation and distribution of meeting materials in advance of executive and committee meetings.
-Partner with Human Resources to provide administrative support for executive search committees as needed

4. Office Management
-Maintain and organize files, records, and databases for the Senior Associate Dean’s office.
-Ensure the office operates efficiently by managing supplies, overseeing technology needs, and liaising with other administrative staff.

Position will remain open until filled.

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!