Executive Assistant to the Office of the CIO

UVA Health

About The Position

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.

Requirements

Bachelor’s degree and 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 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.