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 information, race, religion, sexual orientation, sex (including pregnancy) or veteran status. VSU encourages and invites minorities, women, individuals with disabilities, and veterans to apply.
AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.
HOW TO APPLY: Virginia State University only accepts applications for this position through the on-line state Recruitment Management System (PageUp). Faxed, e-mailed, and mailed applications and/or attachments will not be accepted. The application must be detailed and fully completed. All employment and periods of unemployment (if applicable) must be listed within the application; either on an attached resume, or manually listed in the “Relevant Work History” section. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide descriptive information. Submitting an incomplete state application, or a state application lacking in detail, may result in your non-selection. This website will provide a confirmation of receipt when the application is submitted for consideration.
Applications will be accepted until the position is filled. Interested persons must attach a cover letter and a current resume/c.v to the online application. Official transcripts will be required at the time of employment.
The selected candidate will be subject to an extensive and complete background check, which may include fingerprinting. The candidate may be required to complete a Statement of Economic Interest as a condition of employment, if applicable.
Employment-based visa sponsorship at Virginia State University (VSU) is not guaranteed and will be evaluated carefully on a case-by-case basis. Federal law does not require employers to provide immigration sponsorship, and VSU is not obligated to offer it. Employment at VSU does not permit an individual to work in the United States unless the appropriate employment authorization has been obtained and verified in accordance with federal immigration compliance requirements.
Commonwealth’s Alternative Hiring Process: In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability.