Executive Assistant, College and Graduate School of Arts and Sciences Dean’s Office

University of Virginia•Charlottesville, VA

1d•$64,000 - $88,000•Hybrid

About The Position

The College and Graduate School of Arts and Sciences seeks a proactive, organized, and adaptable individual with a passion for supporting senior leaders for an Executive Assistant position in the Dean’s Office. This is a dynamic position in a fast-paced work environment requiring communication and coordination with faculty, staff, and administrators. The successful candidate will be responsible for providing high-quality administrative assistance including calendar management and scheduling, travel planning and expense reporting, meeting/event planning and preparation, and project support. The incumbent will play a pivotal role in ensuring seamless operations and contributing to the continued success of Arts and Sciences. Sitting at the heart of the University’s largest school, the incumbent will have an unparalleled opportunity for hands-on learning about higher education administration. They will report to the Director for Academic Affairs Administration, who determines specific assignments for a group of administrative professionals collaborating across the various functions of the Dean’s Office. In an environment like ours—focused on intentionality, belonging, and excellence—the person hired for this position has the potential to make a lasting, meaningful impact on others.

Requirements

Communicate diplomatically and effectively both orally and in writing, with appropriate grammar and usage for an academic office
Use Microsoft Outlook and other scheduling resources to manage busy schedules of multiple senior leaders in the Dean’s Office
Anticipate the needs of senior leaders and proactively address them, demonstrating exceptional problem-solving abilities
Complete tasks accurately with a high attention to detail
Manage multiple tasks and competing priorities in a timely fashion
Track projects and ensure that requests for information are met on time
Maintain confidentiality and exercise judgment in uncertain and complex circumstances
Exhibit an ability to be flexible, composed under pressure, resilient, and consistently professional
Work independently as well as with diverse team members and stakeholders
Make decisions based on standard operating procedures and policies
Maintain knowledge of departmental, school, and university administrative policies and procedures as they are updated
Bachelor's Degree or combination of education and related experience in lieu of a degree required
4+ years of relevant experience required (relevant experience includes the support of at least one senior leader)

Nice To Haves

Five or more years supporting multiple executives or senior leaders simultaneously
Demonstrated proficiency in Microsoft Office suite, including Microsoft Outlook, SharePoint, OneDrive, Word, Excel, PowerPoint, and Teams
Demonstrated proficiency in SmartSheet, AirTable, Qualtrics, and/or online scheduling resources

Responsibilities

Act as the right hand to senior leaders, providing sophisticated calendar management in a busy and ever-evolving office, with good judgment, emotional intelligence, and strong attention to detail
Coordinating meetings and events, including catering orders and scheduling meeting rooms, locations, etc., to ensure meetings and events meet budgetary and format expectations
Making travel arrangements and preparing expense reimbursement requests, maintaining appropriate documentation, and following required policies and procedures
Handling internal and external requests, answering the telephone, responding to or triaging email inquiries
Working in partnership with the Director for Academic Affairs Administration and Dean’s office colleagues to document operational processes, manage electronic files, and update administrative and operational calendars
Providing hospitality to all guests and helping to foster a welcoming environment
Attending meetings for the purpose of recording minutes and notes
Collaborating closely with other administrative professionals to provide highly responsive, reliable, and coordinated executive support
Completing other duties as assigned for the overall benefit of the Dean’s Office