Executive Assistant

This position supports the office activities in the Office of the Executive Vice President, which includes the Senior Associate Vice President and Chief Operating Officer. Provides administrative support to the Executive Vice President and SAVP & Chief Operating Officer (SAVP & COO).

This position interacts on a daily basis with a diverse range of personalities from within and outside of the institution. Therefore, the position requires a discrete individual with diplomacy and tact.

Primary Responsibilities:

Process, compose, and handle documents, reports, etc. of a highly confidential and sensitive nature.

• Prioritize and organize EVP's and SAVP&COOS' correspondence.

• Schedule meetings and conferences for the EVP and SAVP&COO.

• Coordinate travel arrangements for the EVP and SAVP&COO.

• Prepares presentation materials for the EVP and SAVP&COO.

• Serve as recording secretary for various committees and internal working groups, including but not limited to the EVMS/Sentara Joint Planning Committee, the ODU Medical Campus Space Committee, the VHS Senior Leadership group, the Council of Chairs and other similar committees as applicable. .

• Schedule and attend meetings for the EVP and SAVP & COO.

• Provide support for EVP and/or SAVP&COO meetings; prepare and distribute minutes and maintain a list of action items; update and maintain files.

• Gather information from VHS leadership, Chairs, Associate Deans and other VHS faculty/staff to compose agendas for meetings.

• Coordinate and maintain calendars for EVP and SAVP&COO; evaluate requests for appointments, facilitate access when necessary and appropriate; arrange facilities for meetings and provide support as needed.

• Responsible for file system and maintenance of records.

• Maintain inventory and order office supplies.

• Compiles and types financial and statistical reports.

• Reconcile Procurement card statements monthly and perform the annual budget reconciliation for the EVP office budget.

• Compose memos and letters; prepare documents/reports/correspondence from dictation and/or written notes.

• Develop interview schedules and travel itineraries for recruitment of VHS leadership positions.

• Performs other duties as assigned.

Candidate must have prior experience working in a high-level administrative capacity.

Preferred: Bachelors degree