Executive Assistant

Department Overview

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.

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.

Minimum Qualifications

Education and Experience

Bachelor’s degree and at least three (3) years of experience in administrative functions. Seven (7) years of relevant experience may be considered in lieu of a degree.

Significant experience supporting executive-level leadership.

Knowledge Skills and Abilities

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.

Preferred Qualifications

Strong interpersonal skills, sound judgment, tact, grace, and professionalism when working with diverse constituencies.

Demonstrated ability to quickly adopt new technology and tools.

Systems and Technology

Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, Teams)

Workday (HCM and Finance)

Zoom

Position Type and Work Location

This is a full-time, exempt position that requires on-site work in the office. This position is not eligible for remote work.

About UVA and the Community

To learn more about UVA and the Charlottesville community, visit www.virginia.edu/life/charlottesville and https://embarkcva.com/.

Additional Requirements

Background checks will be conducted on all new hires prior to employment.

How to Apply

Please apply online, by searching for requisition number R008918 . Complete an application with the following documents:

• Resume
• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Cover letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Search and apply for jobs on the UVA Internal Careers website through Workday.

Reference Check Process

Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview process. Five references will be requested, with at least three responses required.

Contact

For questions about the application process, please contact Bill Crane, Senior Recruiter, at xer5ff@virginia.edu.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.