Executive Assistant

The College and Graduate School of Arts and Sciences seeks a proactive, organized, and adaptable individual with a passion for supporting senior leaders for an Executive Assistant position in the Dean’s Office. This is a dynamic position in a fast-paced work environment requiring communication and coordination with faculty, staff, and administrators. The successful candidate will be responsible for providing high-quality administrative assistance including calendar management and scheduling, travel planning and expense reporting, meeting/event planning and preparation, and project support. The incumbent will play a pivotal role in ensuring seamless operations and contributing to the continued success of Arts and Sciences.

Sitting at the heart of the University’s largest school, the incumbent will have an unparalleled opportunity for hands-on learning about higher education administration. They will report to the Director for Academic Affairs Administration, who determines specific assignments for a group of administrative professionals collaborating across the various functions of the Dean’s Office. In an environment like ours- focused on intentionality, belonging, and excellence - the person hired for this position has the potential to make a lasting, meaningful impact on others.

Responsibilities include:

• Act as the right hand to senior leaders, providing sophisticated calendar management in a busy and ever-evolving office, with good judgment, emotional intelligence, and strong attention to detail
• Coordinating meetings and events, including catering orders and scheduling meeting rooms, locations, etc., to ensure meetings and events meet budgetary and format expectations
• Making travel arrangements and preparing expense reimbursement requests, maintaining appropriate documentation, and following required policies and procedures
• Handling internal and external requests, answering the telephone, responding to or triaging email inquiries
• Working in partnership with the Director for Academic Affairs Administration and Dean’s office colleagues to document operational processes, manage electronic files, and update administrative and operational calendars
• Providing hospitality to all guests and helping to foster a welcoming environment
• Attending meetings for the purpose of recording minutes and notes
• Collaborating closely with other administrative professionals to provide highly responsive, reliable, and coordinated executive support
• Completing other duties as assigned for the overall benefit of the Dean’s Office

Successful candidates will be expected to:

• Communicate diplomatically and effectively both orally and in writing, with appropriate grammar and usage for an academic office
• Use Microsoft Outlook and other scheduling resources to manage busy schedules of multiple senior leaders in the Dean’s Office
• Anticipate the needs of senior leaders and proactively address them, demonstrating exceptional problem-solving abilities
• Complete tasks accurately with a high attention to detail
• Manage multiple tasks and competing priorities in a timely fashion
• Track projects and ensure that requests for information are met on time
• Maintain confidentiality and exercise judgment in uncertain and complex circumstances
• Exhibit an ability to be flexible, composed under pressure, resilient, and consistently professional
• Work independently as well as with diverse team members and stakeholders
• Make decisions based on standard operating procedures and policies
• Maintain knowledge of departmental, school, and university administrative policies and procedures as they are updated

The anticipated hiring range for this position starts at $64,000 per year. Candidates with exceptional experience and a highly relevant skill set may be considered for a higher salary range of up to $88,000.

Minimum requirements:

• Education: Bachelor’s degree or significant relevant experience in lieu of a degree
• Experience: At least four years of relevant experience, including the support of at least one senior leader. Master's degree with at least one year of relevant experience may be considered.

Preferred qualifications:

• Five or more years supporting multiple executives or senior leaders simultaneously
• Demonstrated proficiency in Microsoft Office suite, including Microsoft Outlook, SharePoint, OneDrive, Word, Excel, PowerPoint, and Teams
• Demonstrated proficiency in SmartSheet, AirTable, Qualtrics, and/or online scheduling resources

This is primarily a sedentary job involving extensive use of desktop computers. The job occasionally requires traveling some distance to attend meetings and programs.

Typical work hours are 8:00am-5:00pm with occasional after-hour events. This position is located in Charlottesville, VA. This role may be eligible for one remote workday a week.

For additional information about the position, please contact Jessica McDermott, Director of Academic Affairs Administration, at Jessica.mcdermott@virginia.edu .

The anticipated start date will be in summer 2025. This is a full-time, benefited position. For more information on the benefits at UVA, including competitive salaries and comprehensive benefit packages, visit hr.virginia.edu/benefits.

This position will remain open until filled and will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

To Apply:

Apply here . Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online and include the following documents:

• CV or Resume

• Cover letter

Upload all materials into the resume submission field - multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Melanie Sponaugle, Academic Recruiter at unw5dq@virginia.edu.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA’s commitment to non-discrimination and equal opportunity employment.