Executive Assistant, UVAFinance

Virginia AG; Charlottesville (VA); On-site; USD 43,000 - 56,000; Full time

Job summary

University of Virginia UVA Finance seeks an experienced Executive Assistant to provide high-level support to senior leaders, including the Treasurer and Chief Budget Officer, with calendar management, agendas, and confidential project support.

The role requires strong administrative skills, research capabilities, and proactive communication, with potential hybrid scheduling after onboarding.

Qualifications

• Bachelor’s degree or equivalent experience required.
• 3+ years of administrative or executive support experience.
• Experience in higher education or finance setting preferred.
• Proficient in Excel and PowerPoint; familiar with Workday and Salesforce.
• Willing to learn new technologies (Zoom, Copilot, Teams).

Responsibilities

• Provide full executive support to UVA Finance leaders.
• Prepare and distribute meeting agendas; record minutes; track action items.
• Manage escalations and draft responses for leadership.
• Coordinate meetings and communications to optimize leadership time.
• Anticipate needs; prepare materials, logistics, and follow-up proactively.

Skills

Executive support

Calendar management

Meeting planning

Research

Presentation creation

Stakeholder liaison

Education

Bachelor's degree

Tools

Workday

Salesforce

Zoom

Outlook

Copilot

Teams

Job description

Are you a highly organized, strategic, and resourceful professional who thrives in a fast-paced environment? UVAFinance is seeking an Executive Assistant to provide high-level support across multiple areas within the UVAFinance organization at the University of Virginia. This is a unique opportunity to contribute to a dynamic team, working closely with senior leadership to advance key initiatives. This role demands exceptional administrative expertise, strategic thinking, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities will include providing high-level project support, often involving sensitive and/or confidential material. This position will provide full executive support to the Treasurer and the Chief Budget Officer, as well as regular scheduling, calendaring, and basic administrative support to the Managing Director of Treasury and back-up support to other administrative support staff in UVA Finance.

Why Join Us?

At UVAFinance, we are committed to excellence, innovation, and collaboration. As an integral part of our team, you’ll engage in meaningful work that directly impacts the University’s financial operations. If you enjoy managing multiple priorities, tackling complex projects, and making a tangible impact, we’d love to hear from you.

Success in these roles requires an energetic, resourceful, and inquisitive approach, along with a collaborative spirit. You thrive in a dynamic and evolving work environments, enjoy conducting in-depth research, mastering complex topics while translating them into clear, accessible language. This is a professional position requiring business acumen, the highest standards of confidentiality, and a commitment to advancing the academic mission of the University of Virginia.

What You’ll Do:

• Provide full executive support to the Treasurer and the Chief Budget Officer, and provide scheduling, calendaring, and basic administrative support to the Managing Director of Treasury.
• Provide comprehensive executive support to the AVPs and UVAFinance Leadership, ensuring efficient operations. Take the lead on preparing and distributing agendas, recording meeting minutes, and cataloging action items to ensure effective follow-up and resolution.
• Manage critical escalations - Oversee and track escalations to the AVPs, including thorough research, fact preparation, and drafting responses to ensure timely resolution.
• Strategically coordinate meetings and communications, optimizing leadership’s time and focus.
• Stay one step ahead of the leaders supported. Think in advance about upcoming meetings, deadlines, travel, and deliverables, and prepare materials, logistics, and follow-up before they are requested, operating proactively rather than reactively.
• Monitor and review inbound correspondence to identify key issues, conduct research, and draft responses for confidential and high-profile audiences.
• Anticipates the needs of the AVPs by identifying and implementing systems and processes that streamline office operations, aligning with known calendar items and general operating rhythms.
• Maintain and manage prioritized action plans and a dynamic list of pending deliverables, tracking deadlines and proactively advancing items to ensure timely completion.
• Support key strategic initiatives that advance UVAFinance goals and objectives.
• Conduct research, compiles data, and create high-level communications and briefing materials, including presentations, summaries and talking points.
• Perform benchmarking and comparative analyses on critical topics to support decision-making and strategic planning.
• Lead quality reviews of documents to ensure alignment with UVAFinance standards and consistency in materials.
• Act as a Workday delegate, advising on, monitoring and approving UVAFinance Workday transactions requiring AVP approval.
• Embrace technology. Proactively learn new technologies and stay current on enhancements to the tools UVAFinance uses (e.g., Zoom, Outlook, Microsoft Copilot, Teams, Workday), applying new features to improve efficiency and sharing tips and best practices with leadership and fellow Executive Assistants.
• Serve as a trusted liaison across departments, fostering strong relationships with constituencies and stakeholders to enhance collaboration and effectiveness.
• Ensure adherence to organizational policies and procedures, maintaining integrity and accountability in decision-making processes.

Minimum Qualifications

• Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.
• Experience: 3+ years of relevant experience required. ( Relevant experience must include administrative or executive support roles).

What We’re Looking For:

• Experience in a higher education or finance setting preferred.
• Proficient in Microsoft Office, in particular Excel and PowerPoint, working knowledge of the Workday and Salesforce ecosystems.
• Comfort with advanced features of Zoom and a demonstrated willingness to learn new technologies, as they evolve.
• Familiarity with Microsoft Copilot, and other collaboration and AI-enabled tools, or an immediate willingness and ability to learn.

Physical Demands

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

Anticipated Hiring Range:

$31.25 - $41.00 per hour ($65,000 - $85,000 annualized). Salary will be commensurate with qualifications and experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits .
• This position will be fully on-site through training and onboarding. Upon successful completion of onboarding, the position may be eligible for a hybrid schedule.
• In the case of approved hybrid work that is coordinated with the leaders supported, this individual is expected to partner with the other Executive Assistants in UVA Finance to ensure on-site coverage throughout the standard business week.

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.
• Due to the nature of this position and its exposure to highly sensitive data and confidential materials, the successful candidate will be required to execute a non-disclosure agreement (NDA) as a condition of employment.

The position will remain open until filled.

Reference checks

Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. 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 .