On-Site Administrative Assistant — Growth & Collaboration

University of Virginia; Charlottesville (VA); On-site; USD 27,552 - 33,062; Full time

Job summary

The University of Virginia's Office of the Executive Vice President and Provost seeks candidates for the Administrative Assistant role, joining a team of professional staff. The position is on-site in Charlottesville, VA, with duties including front desk coverage, phone routing, and visitor greeting.

Responsibilities include calendar management, travel arrangements, meeting coordination, and support for committees. Minimum qualifications: high school diploma and 1+ year experience.

Qualifications

• Education: High School Diploma or equivalent required.
• Experience: 1+ year of relevant experience required.
• Experience providing customer service in a professional setting.
• Experience scheduling meetings and managing calendars.
• Ability to learn new software and systems quickly.
• Strong organizational and time management skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Answer phones, route calls as appropriate, and greet visitors.
• Triaging constituent and staff needs and coordinating appropriate action for timely response.
• Interact with faculty, staff, students, parents, alumni, and community members.
• Maintain shared personnel lists and electronic resources with accuracy and timeliness.
• Provide general clerical coordination for mail, packages, deliveries, and invoices.
• Monitor office spaces and equipment and submit maintenance requests as needed.
• Provide committee support: take minutes, prepare materials, update reports, schedule meetings, manage participant lists.
• Track office supplies and coordinate orders.
• Manage senior staff calendars: appointments, meetings, materials in advance or post hoc.
• Arrange business travel, reservations, itineraries, and reimbursements.
• Provide back-up administrative support for scheduling and calendar management.

Skills

Customer service

Calendar management

Time management

Attention to detail

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

The University of Virginia's Office of the Executive Vice President and Provost seeks candidates for the Administrative Assistant role, joining a team of professional staff. The position is on-site in Charlottesville, VA, with duties including front desk coverage, phone routing, and visitor greeting.

Responsibilities include calendar management, travel arrangements, meeting coordination, and support for committees. Minimum qualifications: high school diploma and 1+ year experience.