Executive Assistant to the Provost

 "Greater Happens HERE"

 

Title: Executive Assistant to the Provost

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $58,000.00 - $68,000.00

Pay Band: 4

Agency: Virginia State University

Location: Virginia State University

Agency Website: www.VSU.edu

Recruitment Type: General Public - G

 

Job Duties

 

The Executive Assistant to the Provost provides high-level, confidential, and executive administrative support to the Provost. This role requires demonstrated experience directly supporting a senior academic administrator (e.g., Dean, Vice Provost, Vice President).

The Executive Assistant to the Provost works closely with senior staff and academic leadership to ensure effective coordination, communication, and follow-through on executive priorities. This position is integral to the Provost’s effectiveness and is focused on executive support rather than office management.

Key Responsibilities:

• Independently manage the Provost’s calendar, demonstrating sound judgment in prioritizing meetings, resolving conflicts, and protecting executive time.

• Coordinate all travel arrangements for the Provost, demonstrating experience managing complex itineraries, changes, and institutional travel requirements.

• Provide fiscal support, including demonstrated experience tracking expenses, processing invoices, and preparing accurate financial documentation.

• Draft, review, and coordinate executive-level correspondence, reports, and briefing materials, reflecting the Provost’s voice and institutional priorities.

• Serve as a liaison between the Provost and senior staff, deans, faculty leadership, and external stakeholders, ensuring timely communication and disciplined follow-through.

• Track executive commitments, action items, and deadlines to ensure accountability and completion.

• Coordinate projects and initiatives assigned by the Provost, demonstrating the ability to manage timelines, dependencies, and deliverables.

• Organize and support meetings and events involving the Provost, including logistics, materials preparation, and coordination with stakeholders.

• Support performance management activities for the Provost’s direct-report staff, including coordination of review timelines, documentation, and follow-up actions.

• Handle highly sensitive and confidential information with professionalism, discretion, and sound judgment.

 

Minimum Qualifications

 

MINIMUM QUALIFICATIONS:

• Demonstrated experience providing executive-level administrative support directly to a senior academic administrator, such as a Dean, Vice Provost, Vice President, or equivalent role.

• Demonstrated ability to manage complex executive calendars and resolve scheduling conflicts independently.

• Demonstrated experience coordinating executive-level travel, including complex itineraries and last-minute adjustments.

• Demonstrated experience supporting fiscal activities, including expense tracking, invoice processing, and financial documentation.

• Demonstrated discretion in handling confidential, sensitive, and personnel-related information.

• Demonstrated excellence in written and verbal communication, including drafting professional and executive-level correspondence.

• Demonstrated ability to work autonomously, exercise independent judgment, and maintain consistent follow-up and follow-through.

• Demonstrated experience coordinating projects, tracking progress, and meeting executive-level deadlines.

• Demonstrated high proficiency with Microsoft Office Suite and scheduling tools, with the ability to quickly adapt to new systems.

 

Additional Considerations

N/A

 

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

You must include a cover letter and current resume in your application.

Virginia State University is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic infor