Executive Assistant to the Vice President for Finance and Chief Financial Officer

UVA Health

1d•Onsite

About The Position

The University of Vice President for Finance (VP) organization is seeking an ambitious, energetic, detailed, and organized individual with a bias for action and focus on results and outcomes to join a talented team as an Executive Assistant to the Vice President for Finance and Chief Financial Officer. The Executive Assistant (EA) provides high-level administrative support to the Vice President and Chief Financial Officer, handling complex scheduling, communications, and office management with professionalism and discretion. This role represents the VP’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. This role is expected to model UVAFinance’s vision and values of collaboration, service excellence, continuous improvement, impeccable source of information, and diverse inclusive teamwork.

Requirements

Bachelor's Degree or combination of education and related experience in lieu of a degree required.
At least three (3) years of experience in administrative functions.
Significant experience supporting executive-level leadership.
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.

Nice To Haves

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

Responsibilities

Office Management
Maintain a strong understanding of the priorities, initiatives, and operational needs of the Office of the Chief Financial Officer.
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.
Attend meetings and provide summaries as needed.
Assist in onboarding activities for new hires, including communications, and integrations into key leadership workflows.
Manage listserv and distribution group membership using Sympa and related University systems.
Coordinate facilities logistics, including hoteling space, parking arrangements, and conference room reservations to support leadership schedules, external stakeholders, and operational needs.
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 consistent follow-through and organized scheduling practices that support smooth daily operations.
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.
Project Tracking and Follow-up
Track and monitor tasks, projects, action items, and deliverables for the CFO and UVAFinance, leadership, ensuring timely updates, follow-through, and resolution.
Initiate subsequent follow-up meetings and communication as needed. Organize and maintain meeting materials, background information, reports, and records to support the efficient operation of the office.
Assist in reviewing communications, aggregating feedback, and preparing follow-up materials.
Support ad-hoc projects and evolving priorities, adapting to emerging needs of the CFO and UVAFinance leadership.