Executive Administrative Assistant - Internal Applicants Only

Unit: Office Of The Provost

Department: Academic Operations

Duties & Responsibilities

The Executive Administrative Assistant plays a critical role in ensuring the smooth operational, administrative, and strategic execution of various Provost Office initiatives. The ideal candidate possesses exceptional organizational abilities, strong communication skills, and adaptability. This role requires a high degree of professionalism, strict confidentiality, and the ability to manage complex, competing priorities in a fast-paced environment.

Please note: This recruitment is being used to hire two distinct Executive Administrative Assistant positions for the Assistant Vice President of Communications and the Provost & Executive Vice President, respectively. During the application process, you will be prompted to indicate your position preference, if applicable. You may express interest in one or both roles, as the primary duties will remain the same.

Typical Responsibilities

• Serve as the department's primary point of contact in the absence of the Special Assistant or senior leadership.
• Deliver a welcoming, highly professional atmosphere for high-profile guests.
• Support and oversee day-to-day building operations for the executive suite/building, serve as a liaison to University Facilities and Operations for maintenance, repairs, and custodial services
• Monitor building inventory, order executive office supplies, as needed.
• Schedule and prepare executive conference rooms and public spaces within the building for receptions, ceremonies, and high-level institutional events
• Answer inquiries, address walk-in requests, and tactfully resolve or route campus issues to the appropriate department or executive officer.
• Warmly greet and direct visiting dignitaries, donors, board members, faculty, students, and community leaders, ensuring official protocols and confidentiality are maintained.
• Assist with management of the the AVP Communications and the Provost’s meeting and travel calendar, prioritizing meeting requests, resolving scheduling conflicts, and ensuring leaders are fully briefed and prepared with necessary materials for all engagements; Collaborate with the department to triage incoming requests, complex issues, and time-sensitive inquiries directed to leadership, ensuring items are prioritized and routed correctly for rapid resolution
• Assist with the management of the day-to-day operations within the department. Responsibilities may include but are not limited to tracking the office budget, processing expenses, managing travel arrangements, and maintaining sensitive institutional files, as required.
• Partner closely with the department to advance institutional priorities, track the progress of key deliverables, and ensure the seamless execution of the Provost’s strategic initiatives.
• Assistance with executive level searches, as needed.
• Special projects as assigned to ensure continuity of business operations within the Office of the Provost.

Minimum Qualifications

• High school diploma or equivalent and a minimum of three (3) years of experience providing administrative support in an office setting; Bachelor’s degree preferred.
• Proven ability to interact confidently and articulately with Board members, executive leaders, and/or high-profile external clients.
• Strong organizational skills with a proven track record of managing multiple complex projects or initiatives simultaneously and under strict or challenging deadlines.
• Exceptional oral and written communication skills, with a proven track record of interacting diplomatically with a wide range of internal and external stakeholders.
• Proven ability to handle highly confidential, sensitive information with discretion
• 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 Provost’s operational needs
• Ability to work under limited supervision, resolving most complex issues independently and referring unprecedented issues to the Special Assistant
• 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

• Advanced degree in relevant field
• 5+ years of experience providing executive-level administrative support to a college or university President, Provost, Chancellor, Chief Executive Officer, or similarly senior executive leader
• Proven experience coordinating 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
• Experience in a research‑intensive (R1) university environment, including familiarity with academic administrative or operational structures.
• Working knowledge of university policies, processes, and procedures.
• Familiarity with VCU core systems, including but not limited to RealTime, RealSource, Banner, Chrome River, etc

The Office of the Provost is committed to the growth and professional development of the Academic Operations team and will provide opportunities to foster a culture of learning and career development during your tenure in the unit.

Salary Range: $50,000 - $88,400; Commensurate with experience

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: Primarily on-site with opportunities for remote work at manager's discretion

Priority Consideration Date Extended: For priority consideration, please submit your application by November 2, 2026. Please note, this recruitment is open to internal applicants only.

Contact Name: Ashli Phillips, Special Assistant to the Provost

Contact Email: phillipsar3@vcu.edu