Executive Assistant - Medical Philanthropy & Alumni Relations

All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, 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. Learn more about VCU’s benefits here.

Welcome to Virginia Commonwealth University (VCU)… a world unlike any other. We combine learning, research, creativity, service and discovery with a commitment to inclusive excellence. Ranked by U.S. News as one of the 30 “most innovative” public universities in the country, VCU is a premier, urban, public research university home to multiple nationally ranked programs. Here, your success is supported, and your career can thrive. VCU offers a generous leave package, career paths for advancement, competitive pay and mission-driven work. To explore our benefits further, please visit https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/. We advance a conscientious drive to support a climate where excellence and success for all people are valued and differences are celebrated. Together, we can be unstoppable.

The mission of VCU’s Office of Development and Alumni Relations (DAR) is to maximize philanthropic support by engaging stakeholders with our institution working in partnership with all VCU schools, programs and campuses as one development and alumni relations community and implementing the best practices and efficient strategies to achieve a comprehensive development program.

As part of DAR, the Medical Philanthropy and Alumni Relations (MPAR) team operates within a dynamic and collaborative environment that reflects the complexity of our institution. We are a highly matrixed organization, where success is driven by strategic partnerships, shared goals, mission-focus and the ability to navigate multiple reporting lines.

Position Summary: The Executive Assistant will provide high-level administrative support to the Senior Associate Vice President of Development for Medical Philanthropy, ensuring seamless operations within the office. The ideal candidate is highly organized, proactive, and adept at managing complex schedules, communications, and confidential information. This position will also support the Executive Director of Strategic Engagement with scheduling.

Key Responsibilities:

•  Manage strategic calendaring for the Senior Associate Vice President, including prioritizing meetings, anticipating scheduling conflicts, and ensuring alignment with key institutional goals.
• Develop agendas, briefing materials, and meeting minutes for senior leadership meetings, ensuring all relevant stakeholders are informed and prepared.
• Serve as the primary point of contact for internal and external stakeholders, including senior university officials, clinical leaders, and philanthropic partners.
• Facilitate travel and reimbursements for SAVP and Executive Director of Strategic Engagement.
• Maintain accurate and up-to-date records in the donor database, including entering contact reports, tracking key interactions, and ensuring data integrity for the Senior Associate Vice President. 
• Retrieve and compile donor profiles, giving history, and other relevant information to support strategic relationship management and fundraising efforts.
• Coordinate and facilitate communication between the Senior Associate Vice President and leadership across VCU Health, Massey Comprehensive Cancer Center, and the School of Medicine.
• Ensure confidentiality and compliance with HIPAA regulations when handling sensitive donor and patient-related information.
• Assist in the planning and execution of high-level meetings, donor engagements, and strategic on-site events.
• Maintain an organized system for tracking key priorities, deadlines, and follow-up actions to support the effectiveness of senior leadership.
• Support the Executive Director of Strategic Engagement with scheduling and administrative needs, ensuring coordination across teams and leadership.
• Manage special projects as assigned, including research, data analysis, and report preparation.

Required Qualifications:

•  Bachelor’s degree or equivalent relevant experience.
• Strong organizational and time-management skills with the ability to manage multiple priorities effectively.
• Experience supporting senior management
• Excellent written and verbal communication skills, with the ability to interact professionally with senior executives and external stakeholders.
• Proficiency in Microsoft Office Suite, Google Suite, scheduling tools, and database management.
• Experience handling sensitive information with discretion and a strong understanding of HIPAA compliance.
• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU
• Ability to solve problems while effectively collaborating with stakeholders throughout a complex, matrix organization

Preferred Qualifications:

•  Five or more years of experience supporting senior executives in a complex organization.
• Demonstrated experience working for an institution of higher education, healthcare administration, or medical philanthropy environments.
• Experience with and knowledge of procurement policies and procedures
• Knowledge of university advancement and fundraising operations.

A resume and cover letter are required for consideration. Preference will be given to candidates who apply by Friday, March 21st

Izzy Kane
irkane@vcu.edu