Executive Administrative Assistant

2 months ago

Richmond, United States Virginia Union University Full time

Virginia Union University (VUU) is a distinguished private institution founded in 1865 that proudly upholds a legacy of academic excellence and community engagement. With a historic 86-acre campus, it offers a dynamic and nurturing environment for its 1,568 undergraduate and graduate students. Virginia Union University is recognized in the 2024 edition of U.S. News & World Report, holding a prestigious position as #39 among Historically Black Colleges and Universities.

Five fundamental principles (core values) guide Virginia Union University. Each principle is essential to our ability to provide a Best-In-Class educational experience for students, faculty, and staff. These principles help our community understand the right path to fulfilling our institution's mission. The principles are Innovation, Spiritual Formation, Integrity, Diversity & Inclusion, and Excellence.

The Executive Assistant at Virginia Union University (VUU) plays a critical role in managing the reception area and coordinating the overall administrative activities of the Office of Administration. This position is responsible for ensuring smooth office operations, maintaining a professional image, and providing essential support to senior management. The ideal candidate will be highly organized, discreet, and capable of handling a wide range of tasks with a proactive and problem-solving mindset.

Responsibilities

  • Manage the reception area to ensure effective telephone and mail communications both internally and externally, maintaining a professional image for the university.
  • Supervise and coordinate overall administrative activities for the Office of Administration.
  • Oversee the maintenance and alteration of office areas and equipment, including layout, arrangement, and housekeeping of office facilities.
  • Negotiate the purchase of office supplies, furniture, and equipment for the staff in accordance with university purchasing policies and budgetary restrictions.
  • Supervise the maintenance of office equipment, including copiers and fax machines.
  • Handle day-to-day operations of office facilities, including distributing building access keys and managing back-up security access cards.
  • Ensure the smooth functioning of office facilities, addressing any maintenance or operational issues promptly.
  • Participate in special departmental projects as needed, providing support
  • Organize meetings, office events, and conferences, managing all logistical details.
  • Arrange transportation and accommodation for university officials as needed.
  • Prepare letters, presentations, and reports for senior management.
  • Manage office budgets, ensuring effective use of resources and compliance with budgetary constraints.
  • Implement and maintain office administrative systems and procedures.
  • Use a range of software packages to manage databases, prepare documents, and support office operations.
  • Attend meetings with senior management, providing administrative support and taking minutes as required.
Education
  • A bachelor's degree or equivalent is required and or at least two years of previous experience in office management or a related field.
  • Must be able to lift 10 pounds.


Application Process

Candidates are required to submit their resume, four references and a cover letter. The application review will begin immediately and continue until the position is filled. A background investigation and reference check will be required prior to employment.

Equal Opportunity Employer

Virginia Union University is an Equal Opportunity Employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, sexual orientation, disability, gender identity, protected veteran status, or other protected class.

For more information about Virginia Union University, visit VUU About Page.

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