Executive Assistant

University of Virginia; Charlottesville (VA); Presencial; USD 70.000 - 90.000; Jornada completa

Descripción de la vacante

University of Virginia Information Technology Services seeks an Executive Assistant to support the Office of the CIO. This on-site role handles complex scheduling, communications, and office management with discretion, directly supporting senior leadership and coordinating with campus partners.

You will prepare meeting materials, manage calendars and travel, and plan executive events. Strong communication and confidentiality are essential. Background checks apply.

Formación

• Bachelor’s degree and at least three years in administrative functions; seven years may be considered in lieu of a degree.
• Experience supporting executive-level leadership and managing confidential information.

Responsabilidades

• Provide high-level administrative support to the CIO’s Office, including complex scheduling and communications.
• Manage calendars, travel arrangements, meeting prep, and documentation for leadership.
• Coordinate with administrative teams across Grounds and other stakeholders.
• Prepare agendas, briefing materials, summaries, and other materials for executive meetings.
• Plan CIO-sponsored events and manage related budgets and logistics.

Conocimientos

Independent work

Multitasking

Oral & written communication

Confidentiality

Educación

Bachelor’s degree or equivalent experience

Experience in lieu of degree

Herramientas

Microsoft Office Suite

Workday

Zoom

Descripción del empleo

Department Overview

University of Virginia Information Technology Services (ITS) provides the technology foundation that supports the University's teaching, research, and administrative missions. ITS is a collaborative, service-oriented organization committed to delivering reliable, innovative solutions that advance the University community.

Position Summary

The Executive Assistant (EA) provides high-level administrative support to the Office of the Chief Information Officer (CIO), handling complex scheduling, communications, and office management with professionalism and discretion. This role represents the CIO's office to internal and external stakeholders, builds strong relationships with administrative colleagues across Grounds, and proactively anticipates leadership needs to ensure smooth and effective operations.

Responsibilities

Office Management

• Maintain a strong understanding of the priorities, initiatives, and operational needs of the Office of the CIO.
• Actively participate as a member of the administrative support team to identify connections between meetings, tasks, people, and communications.
• Exercise excellent judgment by prioritizing tasks, resolving conflicts, addressing problems, and handling details independently.
• Build trusting, collaborative relationships with administrative teams across Grounds.

Calendaring

• Manage complex, shifting calendars with exceptional attention to detail and responsiveness.
• Schedule strategically by identifying appropriate attendees and balancing urgency, priorities, and leadership focus time.
• Coordinate across multiple stakeholders and busy schedules with a collaborative and service-oriented approach.
• Ensure reliable follow-through and organization to keep operations running smoothly.

Meeting Preparation

• Ensure leaders are fully prepared for meetings and daily priorities.
• Prepare and distribute agendas, briefing materials, and supporting documentation.
• Compile executive summaries, reports, and materials that are clear, accurate, and timely.

Travel Arrangements

• Research and book travel accommodations in alignment with preferences and University policies.
• Prepare travel itineraries and manage required documentation.
• Manage expense reports and monthly reconciliations.

Event Coordination

• Plan CIO-sponsored events such as the annual holiday party, annual picnic, and similar gatherings.
• Manage event budgets, site research, menu planning, and audiovisual needs.

Minimum Qualifications

Education and Experience

• Bachelor’s degree and at least three (3) years of experience in administrative functions. Seven (7) years of relevant experience may be considered in lieu of a degree.
• Significant experience supporting executive-level leadership.

Knowledge Skills And Abilities

• Ability to work independently with minimal supervision and strong attention to detail.
• Ability to multitask and meet immediate turnaround requirements in a fast-paced environment.
• Excellent oral and written communication skills.
• Demonstrated ability to maintain confidentiality and uphold office integrity.

Preferred Qualifications

• Strong interpersonal skills, sound judgment, tact, grace, and professionalism when working with diverse constituencies.
• Demonstrated ability to quickly adopt new technology and tools.

Systems and Technology

• Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, Teams)
• Workday (HCM and Finance)
• Zoom

Position Type and Work Location

This is a full-time, exempt position that requires on-site work in the office. This position is not eligible for remote work.

About UVA And The Community

To learn more about UVA and the Charlottesville community, visit www.virginia.edu/life/charlottesville and https://embarkcva.com/.

Additional Requirements

Background checks will be conducted on all new hires prior to employment.

Reference Check Process

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview process. Five references will be requested, with at least three responses required.

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