Executive Assistant to the Vice President for Advancement

University Advancement is seeking a relationship-builder with strong organizational skills and attention to detail to serve as Executive Assistant to the Vice President for Advancement. Reporting to the Chief of Staff, the incumbent is the primary administrative contact for the Vice President’s office and will work closely with the Chief of Staff, Director of Gift Documentation & Compliance, and the Assistant to the Vice President to provide executive-level support for the Vice President. The successful candidate will be an integral member of the Vice President’s team and will play an important role in building and maintaining relationships with colleagues in senior offices across Grounds. 

  

The Executive Assistant’s administrative duties are advanced and diversified, requiring comprehensive experience, competencies, and knowledge of organizational practices. These functions require exceptional levels of confidentiality, discretion, and business acumen. The incumbent will perform routine administrative duties including scheduling/managing meetings, compiling reports, preparing presentations, proofreading documents, and overseeing logistics pertaining to venues, meals, and travel. Additionally, the Executive Assistant is expected to demonstrate advanced skillsets to plan, prepare, and reconcile expense accounts and budgets, and possess the organizational savvy to understand business priorities. The role requires an individual who is flexible, solution-oriented, and composed under pressure. The successful candidate embodies professionalism, and will take the initiative to expand, define, and develop the role. 

  

Key Responsibilities: 

• Acts as a liaison to University leadership and colleagues in senior offices across Grounds for the Vice President, building and strengthening relationships through responsiveness, high emotional intelligence, kindness, and customer service. 

• Acts as the first point of contact for the Vice President’s office including greeting and engaging with visitors. 

• Stays informed of key University initiatives and issues across the Grounds; considers and applies relevant context when performing duties.  

• Anticipates the needs of the Vice President in preparing for meetings, compiling daily meeting briefings, and ensuring all necessary supporting materials for the day’s schedule are included. 

• Manages the Vice President’s calendar, including domestic and international travel, using discretion when fulfilling scheduling requests and working with the Chief of Staff to make decisions regarding the best use of the Vice President’s time. 

• Understands and complies with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. 

• Manages office workflow for the Vice President’s office which may include reconciling expenses, coordinating guest parking, preparing and processing mail, ordering supplies, and providing occasional event support. 

• May perform other duties as assigned in support of the goals of the Vice President’s office. 

  

Required Qualifications: 

• A bachelor’s degree and three years of experience supporting a senior executive or team. 

• Relevant experience may be considered in lieu of a degree. 

• Excellent verbal, written, and interpersonal communication skills. 

• Strong proofreading and editing skills. 

• Proficiency with Microsoft Office programs, particularly PowerPoint, Word, and Outlook. 

• The ability to maintain a high level of confidentiality. 

  

Preferred Qualifications: 

• Previous experience working with a senior administrator in a higher education environment. 

• Prior experience with CRM databases and other software such as Advance, Marketing Cloud, Eventbrite, etc. 

  

Committed to attracting and retaining a diverse staff, University Advancement honors your experiences, perspectives, and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable and welcoming so we can best achieve our mission of supporting our broadly diverse partners, schools, and networks of engaged alumni, parents, and friends of the University. 

  

This position is a restricted position and is dependent upon project need, availability of funding and performance. The anticipated hiring range for this position $30.00 – $35.00 per hour ($62,400 – $72,800 annually) commensurate with education and experience. Due to the type of position and work being performed, the Executive Assistant will be expected to work primarily from an office space in Charlottesville, VA.

 

 

The Executive Assistant to the Vice President for Advancement will report to Vice President for Advancement. 

 

For additional information about the position, please contact Emily Tate, at ert8b@virginia.edu.  

  

Physical Demands 
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs 

 

This is position is In-Person located in Charlottesville, VA.  

 

The anticipated start date is November 2022. 

 

This is an Non-Exempt level, benefited position.  For more information on the benefits at UVA, visit www.hr.virginia.edu/benefits .  

  

This position will remain open until filled. Review of applicants will begin October 24th. 

 

This position will not sponsor applicants for work visas.  

 

The University will perform background checks on all new hires prior to employment.  

 

To Apply:  
Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs”, and search for “R0041297“ 

 

Process for External Applicants: Please visit UVA job board at https://uva.wd1.myworkdayjobs.com/UVAJobs and search for “R0041297”. 

 

Complete an application online with the following documents:

• CV
• Cover letter

 

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.  

 

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.  

 

For questions about the application process, please contact Ashley Cochran, Senior Recruiter, at acl6dk@virginia.edu .

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.  

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines  webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person’s perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.