UVA is seeking a relationship-builder with strong organizational skills and attention to detail to serve as Executive Assistant to the Senior Vice President for External Relations and the Associate Vice President and Chief of Staff. Reporting to the Associate Vice President and Chief of Staff, the incumbent is the primary administrative contact for the Senior Vice President’s office and will work closely with the Director of Gift Documentation & Compliance and the Director of Strategic Initiatives to provide executive-level support for the Senior Vice President and Associate Vice President. The successful candidate will be an integral member of the Senior Vice President’s office team and will play a vital role in building and maintaining relationships with colleagues across Grounds.
The Executive Assistant’s administrative duties are advanced and diversified, requiring comprehensive experience, competencies, and knowledge of organizational practices. These functions require exceptional levels of confidentiality, discretion, and business acumen. The successful candidate will perform administrative duties including scheduling and managing meetings, preparing meeting agendas and daily briefing materials, drafting communications, coordinating meeting and travel logistics, and processing reimbursements and other financial transactions. This role also assists with various special projects and administrative needs across the External Relations portfolio, and regularly interfaces with multiple, diverse internal and external constituencies including other University leadership offices, state and local officials, among others.
The role requires an individual who is flexible, organized, a self-starter, solution-oriented, and composed under pressure. The successful candidate must exhibit a high-level of professionalism; the ability to work independently, as well as collaboratively, across the organization and University; possess the organizational savvy to understand business priorities and exercise discretion in handling confidential and sensitive information; and seek opportunities to expand, define, and develop the role. The successful candidate must also be able to handle many projects simultaneously while working in a fast-paced environment in which there are requirements for immediate turn-around; and proactively implement new tools and technology to get work done most effectively.

REQUIRED QUALIFICATIONS:

• Education: bachelor’s degree; relevant experience may be considered in lieu of a degree.
• Experience: At least four years of relevant experience or Master’s degree with at least one year of relevant experience. Relevant experience may be considered in lieu of a degree.
• Excellent organizational and communication skills.
• Ability to work independently with minimum supervision and apply appropriate discretion with confidential matters.
• Strong interpersonal skills with sound judgment and tact.
• Ability to establish priorities, collaborate with colleagues, and work effectively and in a professional manner with a wide range of diverse individuals at all levels.
• Proficiency with Microsoft Office programs, particularly PowerPoint, Word, and Outlook.

PREFERRED QUALIFICATIONS:

• Previous experience working with a senior administrator in a higher education environment.
• Prior experience with CRM databases and other software such as Salesforce, Marketing Cloud, Eventbrite, Calendly, etc.

ADDITIONAL REQUIREMENTS

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

• Acts as a liaison to university leadership and colleagues in senior offices across Grounds for the Senior Vice President and Associate Vice President, building and strengthening relationships.
• Acts as the first point of contact and manages office workflow for the Senior Vice President’s office including greeting and engaging with visitors.
• Stays informed of key university initiatives and issues across Grounds; considers and applies relevant context when performing duties.
• Anticipates the needs of the Senior Vice President and Associate Vice President in preparing for meetings, compiling daily meeting briefings, and ensuring all necessary supporting materials for the day’s schedule are included.
• Manages the Senior Vice President’s calendar using discretion when fulfilling scheduling requests and collaborating with the Associate Vice President and Chief of Staff regarding the most effective use of the Senior Vice President’s time.
• Understands and complies with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Performs other duties as assigned in support of the goals of the Senior Vice President’s office.