Executive Assistant

UVA Health•Charlottesville, VA

7d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Office of the Chief Information Officer (CIO) within University of Virginia Information Technology Services (ITS). The role handles complex scheduling, communications, and office management with professionalism and discretion; represents the CIO’s office to internal and external stakeholders; builds relationships with administrative colleagues across Grounds; and anticipates leadership needs to support smooth operations. The position manages shifting calendars, prepares leaders for meetings, coordinates travel and expenses, and plans CIO-sponsored events. It requires independent judgment, careful prioritization, strong communication, confidentiality, and the ability to work effectively in a fast-paced environment. This is a full-time, exempt, on-site position and is not eligible for remote work.

Requirements

Bachelor’s degree and at least three years of experience in administrative functions; seven years of relevant experience may be considered in lieu of a degree.
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.
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.
Knowledge of Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, Teams), Workday (HCM and Finance), and Zoom.

Responsibilities

Maintain an understanding of the Office of the CIO’s priorities, initiatives, and operational needs.
Participate in the administrative support team to identify connections among meetings, tasks, people, and communications.
Prioritize tasks, resolve conflicts, address problems, and handle details independently using sound judgment.
Build collaborative relationships with administrative teams across Grounds.
Manage complex and shifting calendars, scheduling strategically around attendees, urgency, priorities, and leadership focus time.
Coordinate schedules among multiple stakeholders and ensure reliable follow-through.
Prepare leaders for meetings and daily priorities.
Prepare and distribute agendas, briefing materials, supporting documentation, executive summaries, and reports.
Research and book travel accommodations in accordance with preferences and University policies.
Prepare travel itineraries and manage required travel documentation.
Manage expense reports and monthly reconciliations.
Plan CIO-sponsored events, including the annual holiday party and picnic.
Manage event budgets, site research, menu planning, and audiovisual needs.