Executive Receptionist and Administrative Assistant

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 33,000 - 36,000; Full time

Job summary

The Rector & Visitors of the University of Virginia is seeking an Executive Receptionist and Administrative Assistant in Charlottesville, VA to serve as the first point of contact for visitors, callers, and guests interacting with the Office of the President and the executive offices in Madison Hall.

This role provides administrative and operational support, including coordinating expense reports, supplies, space utilization, and visitor services.

Qualifications

• Education: High School Diploma or equivalent required.
• 1+ year of relevant administrative experience.
• Preferred: Bachelor's degree and 3 years supporting executive leaders.

Responsibilities

• Serve as the primary point of contact for visitors and callers at Madison Hall.
• Provide administrative support: calendars, travel, expense reports, supplies.
• Coordinate office space, visitor parking, and meeting logistics.
• Support other executive office activities as needed.

Skills

Customer service

Oral and written communication

Time management

Education

High School Diploma or equivalent

Bachelor's degree (preferred)

Tools

Microsoft Office

Outlook

Excel

Word

Job description

The Executive Receptionist and Administrative Assistant serves as the first point of contact for visitors, callers, and guests interacting with the Office of the President and the executive offices located in Madison Hall. This position plays a critical role in creating a professional, welcoming, and customer-focused experience while supporting the day-to-day operations of the Office of the President. The position is responsible for providing administrative and operational support for the Office of the President, including processing expense reports, coordinating office supplies, managing space and visitor parking requests, and supporting other essential office functions. The Executive Receptionist and Administrative Assistant reports to the Executive Director of Operations and works closely with the Director of Finance and Budget, Business Manager, and other members of the President's Office team.

Duties and Responsibilities

Madison Hall Reception

• Serves as the primary point of contact for visitors to Madison Hall, providing a professional, welcoming, and customer-focused experience.
• Answers, screens, and responds to phone calls, emails, and other inquiries, directing requests to the appropriate individuals or offices as needed.
• Receives, reviews, and distributes mail, packages, and deliveries on a daily basis.
• Coordinates reservations and scheduling for conference and meeting spaces within Madison Hall.
• Manages visitor parking requests and assists guests with building access and navigation.

Executive Assistant Support

• Provides professional administrative support to senior leaders within the Office of the President.
• Coordinates and manages calendars, meetings, and scheduling logistics.
• Arranges travel and associated logistics, as needed.
• Processes expense reports and assists with administrative transactions.
• Serves as a backup and resource for Executive Assistant colleagues within the Office of the President, ensuring continuity of operations during absences and peak periods.

General Administrative Support

• Provides administrative and operational support for the Office of the President.
• Orders and maintains office supplies and equipment.
• Coordinates business meals, meeting logistics, and other office events.
• Supports special projects and administrative initiatives as assigned.
• Contributes to the efficient and effective functioning of the President's Office through a collaborative and service-oriented approach.

Other Duties as Assigned

• Performs other duties and special projects as assigned by the President, Chief of Staff, Executive Director of Operations, or Executive Assistant to the President.

Minimum Qualifications

• Education: High School Diploma or equivalent required
• Experience: 1+ year of relevant experience required

Preferred Education and Experience

• Bachelor's degree and three years of progressively responsible experience providing administrative support in a professional office environment, preferably supporting executive-level leaders; or an equivalent combination of education and experience preferred.
• Experience supporting senior executives in a complex organization, preferably within higher education.
• Knowledge of and appreciation for the University of Virginia's mission, culture, policies, and procedures.
• Experience using University of Virginia administrative systems, including expense reporting and financial management tools.
• Proficient with Microsoft Office applications, including Outlook, Excel, Word, and shared calendaring systems, as well as other collaborative technologies.

The ideal candidate will be an excellent oral and written communicator with a demonstrated commitment to exceptional customer service. They will interact professionally and effectively with senior leaders, faculty, staff, students, alumni, trustees, and visitors while handling sensitive and confidential information with discretion. The successful candidate will exercise sound judgment, demonstrate strong organizational and time-management skills, and maintain exceptional attention to detail while managing competing priorities. They will be adaptable and effective in a fast-paced executive office environment, with the ability to work independently while contributing collaboratively as part of a team.

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 Salary Range

$24.00 - $26.00 per hour, commensurate with education and experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits.
• This position is based in Charlottesville, VA, and must be performed fully on-site.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

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.

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.