Executive Receptionist and Administrative Assistant

University of Virginia•Charlottesville, VA

6d•$24 - $26•Onsite

About The Position

The Executive Receptionist and Administrative Assistant serves as the first point of contact for visitors, callers, and guests interacting with the Office of the President and the executive offices located in Madison Hall. This position plays a critical role in creating a professional, welcoming, and customer-focused experience while supporting the day-to-day operations of the Office of the President. The position is responsible for providing administrative and operational support for the Office of the President, including processing expense reports, coordinating office supplies, managing space and visitor parking requests, and supporting other essential office functions. The Executive Receptionist and Administrative Assistant reports to the Executive Director of Operations and works closely with the Director of Finance and Budget, Business Manager, and other members of the President's Office team.

Requirements

High School Diploma or equivalent required
1+ year of relevant experience required
Excellent oral and written communication skills
Demonstrated commitment to exceptional customer service
Ability to interact professionally and effectively with senior leaders, faculty, staff, students, alumni, trustees, and visitors
Ability to handle sensitive and confidential information with discretion
Strong organizational and time-management skills
Exceptional attention to detail
Ability to manage competing priorities
Adaptability and effectiveness in a fast-paced executive office environment
Ability to work independently while contributing collaboratively as part of a team

Nice To Haves

Bachelor's degree and three years of progressively responsible experience providing administrative support in a professional office environment, preferably supporting executive-level leaders; or an equivalent combination of education and experience
Experience supporting senior executives in a complex organization, preferably within higher education
Knowledge of and appreciation for the University of Virginia's mission, culture, policies, and procedures
Experience using University of Virginia administrative systems, including expense reporting and financial management tools
Proficient with Microsoft Office applications, including Outlook, Excel, Word, and shared calendaring systems, as well as other collaborative technologies

Responsibilities

Serves as the primary point of contact for visitors to Madison Hall, providing a professional, welcoming, and customer-focused experience.
Answers, screens, and responds to phone calls, emails, and other inquiries, directing requests to the appropriate individuals or offices as needed.
Receives, reviews, and distributes mail, packages, and deliveries on a daily basis.
Coordinates reservations and scheduling for conference and meeting spaces within Madison Hall.
Manages visitor parking requests and assists guests with building access and navigation.
Provides professional administrative support to senior leaders within the Office of the President.
Coordinates and manages calendars, meetings, and scheduling logistics.
Arranges travel and associated logistics, as needed.
Processes expense reports and assists with administrative transactions.
Serves as a backup and resource for Executive Assistant colleagues within the Office of the President, ensuring continuity of operations during absences and peak periods.
Provides administrative and operational support for the Office of the President.
Orders and maintains office supplies and equipment.
Coordinates business meals, meeting logistics, and other office events.
Supports special projects and administrative initiatives as assigned.
Contributes to the efficient and effective functioning of the President's Office through a collaborative and service-oriented approach.
Performs other duties and special projects as assigned by the President, Chief of Staff, Executive Director of Operations, or Executive Assistant to the President.