Executive Assistant, UVAFinance

UVA Health•Charlottesville, VA

8d•$65,000 - $85,000•Hybrid

About The Position

UVAFinance at the University of Virginia is seeking an Executive Assistant to provide high-level administrative, executive, and project support across the organization. The position provides full executive support to the Treasurer and Chief Budget Officer, scheduling, calendaring, and basic administrative support to the Managing Director of Treasury, and support to UVAFinance leadership and other administrative staff. The role involves sensitive and confidential material and requires strong administrative expertise, strategic thinking, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant works closely with senior leaders to advance UVAFinance initiatives and support efficient operations. Duties include coordinating meetings and communications, preparing agendas and minutes, tracking action items and deliverables, researching and managing escalations, reviewing correspondence, drafting responses, preparing briefing materials, and conducting benchmarking and comparative analyses. The position also supports Workday transactions, maintains quality and consistency in documents, builds relationships across departments, and identifies systems and processes to improve office operations. This is a non-exempt-level, benefited position. It will be fully on-site during training and onboarding and may be eligible for a hybrid schedule after successful completion of onboarding. Any approved hybrid schedule must be coordinated with supported leaders, and the employee is expected to partner with other UVA Finance Executive Assistants to maintain on-site coverage throughout the standard business week. The position remains open until filled.

Requirements

Bachelor’s degree, or a combination of education and related experience in lieu of a degree.
At least 3 years of relevant experience, including administrative or executive support roles.
Ability to work independently, exercise sound judgment, and apply strong problem-solving skills.
Strong attention to detail and ability to manage complex tasks.
Ability to handle confidential information with discretion.
Proficiency in Microsoft Office, particularly Excel and PowerPoint.
Working knowledge of the Workday and Salesforce ecosystems.
Comfort with advanced Zoom features and willingness to learn new technologies as they evolve.
Familiarity with Microsoft Copilot and other collaboration and AI-enabled tools, or immediate willingness and ability to learn them.
Ability to meet the position’s confidentiality requirements, including signing a non-disclosure agreement as a condition of employment.
Must not require immigration sponsorship now or in the future.

Nice To Haves

Experience in a higher education or finance setting.
Familiarity with Microsoft Copilot and other collaboration and AI-enabled tools.

Responsibilities

Provide full executive support to the Treasurer and Chief Budget Officer, as well as scheduling, calendaring, and basic administrative support to the Managing Director of Treasury.
Provide comprehensive executive support to AVPs and UVAFinance leadership to ensure efficient operations.
Prepare and distribute meeting agendas, record minutes, catalog action items, and ensure effective follow-up and resolution.
Oversee and track escalations to the AVPs, including conducting research, preparing facts, and drafting responses.
Coordinate meetings and communications to optimize leadership time and focus.
Anticipate meetings, deadlines, travel, and deliverables, and prepare materials, logistics, and follow-up proactively.
Monitor and review inbound correspondence, identify key issues, conduct research, and draft responses for confidential and high-profile audiences.
Identify and implement systems and processes that streamline office operations and align with leaders’ calendars and operating rhythms.
Maintain prioritized action plans and a dynamic list of pending deliverables, track deadlines, and proactively advance items to completion.
Support strategic initiatives that advance UVAFinance goals and objectives.
Conduct research, compile data, and create high-level communications and briefing materials, including presentations, summaries, and talking points.
Perform benchmarking and comparative analyses to support decision-making and strategic planning.
Lead quality reviews of documents to ensure alignment with UVAFinance standards and consistency in materials.
Serve as a Workday delegate by advising on, monitoring, and approving UVAFinance Workday transactions requiring AVP approval.
Learn and apply new technology features, including tools such as Zoom, Outlook, Microsoft Copilot, Teams, and Workday, and share tips and best practices with leadership and fellow Executive Assistants.
Serve as a trusted liaison across departments and foster relationships with constituents and stakeholders.
Ensure adherence to organizational policies and procedures and maintain integrity and accountability in decision-making.
Partner with other UVA Finance Executive Assistants to ensure on-site coverage throughout the standard business week when working an approved hybrid schedule.