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Advertising Summary:

Virginia Commonwealth University (VCU) School of Dentistry seeks a highly organized, proactive, and professional Executive Administrative Assistant to provide high-level support to the Dean’s Office. As a trusted partner to executive leadership, this key role helps ensure the effective and efficient operation of the office by managing complex administrative functions, coordinating communications, and supporting strategic priorities.

The successful candidate will demonstrate exceptional judgment, discretion, and professionalism while working with a broad range of internal and external stakeholders. This position requires the ability to anticipate needs, manage multiple priorities, and independently resolve challenges in a fast-paced environment with minimal supervision. The Executive Administrative Assistant serves as a critical resource to the Dean’s Office, elevating only the most complex or unprecedented matters while maintaining the highest standards of service, confidentiality, and operational excellence.

Unit: School of Dentistry

Department: Dean's Office

Duties & Responsibilities:

The Executive Administrative Assistant provides high-level administrative support to the Dean’s Office of the School of Dentistry and serves as a key partner in ensuring the effective operation of the office. This role requires sound judgment, discretion, and professionalism, with the ability to manage complex tasks, anticipate needs, and facilitate communication across a wide range of stakeholders. The position operates with limited supervision, independently resolving most issues while elevating only the most complex or unprecedented matters.

Key Responsibilities

• Provide primary and direct administrative support to the Dean and executive leadership.

• Serve as a liaison between the Dean’s Office and university leadership, faculty, staff, students, and external stakeholders.

• Greet visitors, answer phones, and respond to inquiries in a professional and courteous manner.

• Manage complex calendars, schedule meetings and appointments, and coordinate travel arrangements.

• Coordinate and initiate follow-up meetings and communications with key stakeholders.

• Prepare, review, and edit correspondence, reports, presentations, and other documents with a high degree of accuracy and timeliness.

• Reserve space for meetings and events.

• Support travel logistics 

• Anticipate the needs of the Dean and proactively address priorities.

• Perform other duties as assigned.

Qualifications:

Minimum Qualifications

• High School diploma and up to 3 years of relevant professional experience or equivalent combination of education, training, and experience. 

• Demonstrated experience providing administrative support to senior leadership.

• Strong organizational, problem-solving, and decision-making skills.

• Excellent oral, written, and interpersonal communication skills.

• Proven ability to handle confidential information with discretion.

• Proficiency in Microsoft Office (Word, Excel) and Google Workspace (Gmail, Drive, Calendar).

• Ability to multitask, prioritize effectively, and work independently.

• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Bachelor’s degree.

• Experience in a higher education or academic environment.

• Experience in healthcare or dental experience.

• Knowledge of university policies, procedures, and organizational structures.

• Experience supporting executive-level projects and initiatives.

• Experience with making purchases, coordinating travel, or other financial responsibilities 

Salary Range: $45,700 - $65,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: Executive Administrative Assistant

Contact Information:
Contact Name: Janet Sweeney
Contact Email: jlsweeney@vcu.edu