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Executive Assistant

Employer
University of Virginia
Location
Charlottesville, Virginia, United States of America
View more categoriesView less categories
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

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.

How to Apply

Please apply online, by searching for requisition number R0088918 Executive Assistant (Open) . Complete an application with the following documents:  

· Resume

· Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Search and apply for jobs on the UVA Internal Careers website through Workday.

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.

Contact

For questions about the application process, please contact Bill Crane, Senior Recruiter, at xer5ff@virginia.edu.


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.

Organization

In 1819, the University of Virginia established a new model for intellectual exchange and cross-disciplinary collaboration in higher education. Two hundred years later, as a major research institution, we continue to challenge conventions, lead with ingenuity and advance knowledge for the common good.

What began as an innovative idea has become one of the nation’s leading public research universities, with over 21,000 undergraduate, graduate and professional students. UVA also has over 3,000 full-time faculty offering more than 400 degrees.

Each of the University’s eleven schools has its own distinctive mission, working together to garner consistently high rankings—including #2 Best Value Public College (Princeton Review, 2016), #3 Public University in the Nation (U.S. News & World Report, 2016), and #3 Best Value Among Public Colleges (Kiplinger’s, 2016).  

As we invest in and strengthen our research capabilities, UVA seeks new faculty ready to uncover new insights, rewrite old rules and collaborate on intellectual discoveries.

RESEARCH COLLABORATIONS THAT CROSS DISCIPLINES

As an R1 institution, the University’s research centers, consortia and laboratories are on the leading edge of discovery and technology, offering collaborative spaces for students and faculty to solve global problems.

Our professors are recognized members of major national scholarly and professional organizations, including the National Academy of Sciences and the American Academy of Arts and Sciences. Our faculty’s engagement in interdisciplinary research is being facilitated by new research institutes specializing in everything from big data to brain functioning, and by cluster hires across schools.

NATIONALLY RANKED HEALTH SYSTEM

UVA is also home to a nationally renowned academic medical center and the UVA Health System, which serves a three-part mission to treat patients, conduct translational research and train medical practitioners in a wide variety of disciplines.

Established as the nation’s 10th medical school in 1825, the institution has since grown to include a 612-bed hospital and a Level I trauma center, nationally recognized cancer and heart centers, a Children’s Hospital, and primary and specialty clinics throughout Central Virginia.

The UVA Medical Center is consistently ranked among the nation’s best hospitals by the U.S. News & World Report magazine and has been named among the top 25 percent in seven specialties.

INSPIRING STUDENTS, INSPIRED TEACHING

The vast majority of UVA students come from the top 10% of their high school class, as well as from all 50 states, over 142 countries and a variety of socioeconomic backgrounds. Despite their diversity, all UVA students share a love of learning and a drive to achieve.

One of the reasons students choose Virginia is our unique residential culture. At UVA, the community of students, faculty and staff personifies the Jeffersonian idea that living and learning are connected. The Academical Village was constructed to support a unique residential experience, with faculty living in the Pavilions, students occupying Lawn rooms and the world-famous Rotunda at its heart. The University’s residential culture continues to support this experience today—strengthened by students, faculty and staff rich in backgrounds, ideas and perspectives. Our unique culture is also paying dividends in innovation:  UVA’s faculty have generated more than 130 patents since 2010.

Perhaps most importantly, faculty come to UVA knowing that instruction is as important as research, and they pride themselves on their many teaching awards.  Our best professors look for ways to encourage, mentor and develop tomorrow’s leaders inside and outside the classroom.

LIFE IN CHARLOTTESVILLE

Living in Charlottesville you’ll find sophisticated restaurants, world-renowned wineries and breweries, cosmopolitan arts and music, friendly urban and suburban neighborhoods and a Piedmont landscape that has lured adventurous souls for centuries.  No wonder the U.S. National Bureau of Economic Research named Charlottesville the “happiest city in America” in 2014.

In addition to UVA and its health system, several major employers have facilities in Charlottesville, including State Farm, Northrop Grumman, the U.S. Department of Defense, GE and others.  Charlottesville is also becoming a center for innovative start-up businesses.  The University also actively helps spouses and partners of faculty members build their networks and pursue employment opportunities with a wide variety of area employers. 

The University of Virginia is an Equal Opportunity Employer. All interested persons are encouraged to apply including veterans and individuals with disabilities.

Company info
Telephone
434-985-4532
Location
2420 Old Ivy
Charlottesvle
Virginia
22911-7433
United States

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