Executive Administrative Assistant - Dept. Of Ophthalmology

Summary:

Executive Administrative Assistants provide administrative support to management/upper-level administrators in a school, department or business unit. They participate in the development and implementation of clerical standards, policies, and practices for the organization while maintaining confidentiality, tact, and diplomacy. Their typical responsibilities may include anticipating the needs of the administrator they support; reviewing correspondence and drafting responses as appropriate; acting as a liaison with university leadership, assisting in relationship building with various constituents and leadership offices; tracking, monitoring, and following the progress of projects, action items, and strategies that emanate from the executive office; initiating subsequent follow-up meetings and communication for key stakeholders as directed. They may work independently or as part of a team. They work under limited supervision, resolving most complex issues independently and referring unprecedented issues to an upper-level manager. Executive Administrative Assistants typically report to a director or chair.

Typical Duties

• Provide primary and direct administrative support for executives, deans, and other professional staff in assigned location

• Maintain calendars, schedule meetings/appointments, sort mail for building occupants, conduct research for special projects, reserve space for meetings/events, support travel and search committee requests, prepare/review/edit documents and correspondence with high degree of accuracy within time frame requested, and other duties as assigned

• Serve as backup/secondary receptionist for assigned location by being available during normal office hours to provide reception support as scheduled/requested/needed

• As backup/secondary receptionist: greet all visitors, answer phones primarily for executives, deans, and other professional staff within the assigned location on an as needed basis, responds to inquiries in a friendly and helpful manner, answer questions promptly and accurately

• Serve as the primary contact with VCU Facilities, VCU Police, and other contracted services

• Serve as the primary contact during fire drills with duties that include management of building key inventory, centralized work order requests, and management of building renovation projects and furniture orders

• Notify staff of any potential events that may interfere with operations