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Advertising Summary: The Office of the President is seeking an Executive Assistant to the President to provide high-level administrative support in helping the President fulfill responsibilities related to the overall leadership and administration of the University.

Department: Presidents Office

Duties & Responsibilities:

The Executive Assistant to the President provides high-level administrative and operational support to the President and manages the daily functions of the President’s Office. This position is responsible for coordinating complex administrative activities, scheduling and facilitating meetings, arranging travel and related logistics, preparing materials and correspondence, and handling sensitive and confidential information with discretion. The role requires strong communication and organizational skills to effectively engage with internal and external stakeholders while ensuring the efficient and professional operation of the office.

Strategic Calendar Management

Proactive Scheduling:

● This role ensures that the President’s priorities are translated into a functional, daily operational schedule, including.

• Serving as the primary point of contact for all internal and external meeting requests.
• Managing a complex, ever-changing calendar by evaluating the importance and urgency of meeting requests.
• Anticipating scheduling and logistical needs and adjusting plans as necessary to support changing demands.

● Cultivates professional relationships with internal and external colleagues to ensure the maximization of the president’s time while also ensuring there is a balance in scheduling.

Strategy:

● Design the President’s daily schedule to include "executive strategic and planning time," travel buffers, and preparation windows to prevent burnout and ensure peak performance.

● Troubleshoots for the President to anticipate and prevent problems before they arise in an efficient manner.

Long-Range Planning:

● Coordinate the annual cycle of internal and external meetings.

Logistics & Preparation

Briefing Coordination:

● Collaborate with the Executive Director of Board and Executive Operations to ensure the President has all necessary briefing materials, bios, talking points, agendas, relevant data, and other information 24–48 hours before any meeting.

● Must be detail-oriented, dependable, and proactive.

Travel Coordination:

● Coordinate all travel arrangements for the President and the President’s spouse, including flights, accommodations, itineraries, and logistics; process expense reports in a timely and accurate manner.

● Arrange comprehensive domestic and international travel, including detailed itineraries that account for time zone shifts and ground transportation for the President and the President’s spouse.

● Books flights, rental cars, conference registrations. Arranges for transportation to and from the airport as needed. Works with the contact person for the trip to ensure all needs are met and expenses are within University guidelines. Coordinate with the President's aides when used to confirm they are aware of the logistics of the trip including maps, appointments, security, and other details.

● Ensures that the President and the President’s spouse have all necessary documentation, travel itineraries, transportation arrangements and related necessary items and information prior to travel. Prepares travel itineraries.

Other

● Prioritizes the President’s preferences and what seems logical utilizing the best location for meetings as well as catering selections.

● Keeps the Chief of Staff, Deputy Chief of Staff, and Executive Director of Board and Executive Operations informed of important information and distributes follow up notes as appropriate.

● Maintain organized systems for files, records, and key documents.

● Partner with the University Events office, Development and Alumni Relations office, and other appropriate offices to oversee logistics for the president’s attendance at events.

● Approves leave for the President's direct reports.

● Provides reception services in the Office of the President, as needed.

● Processes all reimbursements related to presidential expenses.

● Coordinates appropriate calendars to sync with the President’s calendar.

Minimum Qualifications:

● High school diploma or equivalent and a minimum of five years of administrative support experience at the C-suite or executive office level, or an equivalent combination of education and/or experience.

● Significant experience managing an executive’s calendar and coordinating complex scheduling activities.

● Extensive experience managing executive travel arrangements, including independently coordinating flights, hotels, ground transportation, itineraries, travel details, and reimbursement processes, with demonstrated proficiency using travel management databases, booking platforms, and related administrative systems.

● Exceptional attention to detail and organizational skills.

● Significant experience handling sensitive and confidential information with the highest level of discretion and professionalism.

● Demonstrates excellent oral and written communication skills with a high level of diplomacy.

● Proven ability to effectively communicate with and support senior-level management.

● Demonstrated proficiency in database management and administrative support functions, with advanced skills in Microsoft Office Suite, Google Workspace, Adobe Acrobat, and other relevant technologies.

● Ability to work occasional evenings and weekends as needed and demonstrate flexibility and responsiveness to support the President’s operational needs.

● Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications:

● Bachelor’s degree

● Minimum of seven years of experience providing executive-level administrative support to a college or university President, Chancellor, Chief Executive Officer, or similarly senior executive leader.

Salary Range: $90,000 - $100,000

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

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: 91911 - Open