Senior Executive Assistant - Medical Philanthropy & Alumni Relations

Welcome to Virginia Commonwealth University (VCU)... a world unlike any other. We combine learning, research, creativity, service and discovery with a commitment to inclusive excellence. Ranked by U.S. News as one of the 30 “most innovative” public universities in the country, VCU is a premier, urban, public research university home to multiple nationally ranked programs. Here, your success is supported, and your career can thrive. VCU offers a generous leave package, career paths for advancement, competitive pay and mission-driven work. To explore our benefits further, please visit https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/. We advance a conscientious drive to support a climate where excellence and success for all people are valued and differences are celebrated. Together, we can be unstoppable.

The mission of VCU’s Office of Development and Alumni Relations (DAR) is to maximize philanthropic support by engaging stakeholders with our institution working in partnership with all VCU schools, programs and campuses as one development and alumni relations community and implementing the best practices and efficient strategies to achieve a comprehensive development program.

As part of DAR, the Medical Philanthropy and Alumni Relations (MPAR) team operates within a dynamic and collaborative environment that reflects the complexity of our institution. We are a highly matrixed organization, where success is driven by strategic partnerships, shared goals, mission-focus and the ability to navigate multiple reporting lines.

Position Summary:

The Senior Executive Assistant will provide high-level administrative support to the Senior Associate Vice President of Development for Medical Philanthropy, ensuring seamless operations within the office. The ideal candidate is highly organized, proactive, and adept at managing complex schedules, communications, and confidential information. This position will also support the Executive Director of Strategic Engagement with scheduling.

Key Responsibilities:

• Manage strategic calendaring for the Senior Associate Vice President, including prioritizing meetings, anticipating scheduling conflicts, and ensuring alignment with key institutional goals.
• Develop agendas, briefing materials, and meeting minutes for senior leadership meetings, ensuring all relevant stakeholders are informed and prepared.
• Serve as the primary point of contact for internal and external stakeholders, including senior university officials, clinical leaders, and philanthropic partners.
• Facilitate travel and reimbursements for SAVP and Executive Director of Strategic Engagement.
• Maintain accurate and up-to-date records in the donor database, including entering contact reports, tracking key interactions, and ensuring data integrity for the Senior Associate Vice President.
• Retrieve and compile donor profiles, giving history, and other relevant information to support strategic relationship management and fundraising efforts.
• Coordinate and facilitate communication between the Senior Associate Vice President and leadership across VCU Health, Massey Comprehensive Cancer Center, and the School of Medicine.
• Ensure confidentiality and compliance with HIPAA regulations when handling sensitive donor and patient-related information.
• Assist in the planning and execution of high-level meetings, donor engagements, and strategic on-site events.
• Maintain an organized system for tracking key priorities, deadlines, and follow-up actions to support the effectiveness of senior leadership.
• Support the Executive Director of Strategic Engagement with scheduling and administrative needs, ensuring coordination across teams and leadership.
• Manage special projects as assigned, including research, data analysis, and report preparation.