The University of Virginia’s Division of Student Affairs seeks an organized and highly detail orientated Executive Assistant to provide administrative and operational support to the Vice President for Student Affairs (VPSA) and senior leadership within the office. This position plays a critical role in ensuring the smooth functioning of the Office of the Vice President, supporting executive-level communications, scheduling, special events, and project management in conjunction with the Chief of Staff. The ideal candidate will have exceptional attention to detail, the ability to manage multiple priorities, special projects, and strong interpersonal skills to facilitate interactions with university officials, students, staff, parents, and external stakeholders. Established and productive individual contributors. Works independently with limited supervision. Problems faced are difficult and may be complex.

Key Responsibilities

Office Management

• Anticipate the needs of the Vice President, the Chief of Staff, and senior leadership team, proactively managing daily operations and tasks of the VPSA central office and reception, including annual committee appointments, Faculty/Staff appointment letters, and HR record retention.
• Draft, review, and manage correspondence, including agenda, briefing materials, memos, emails, and reports, ensuring accuracy and professionalism; attend meetings to take minutes and track action items.
• Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the VP’s office, via all types of formats (correspondence, speeches, conferences, retreats, etc.).
• Oversee the administrative suite and VPSA reception, maintaining office supplies, managing incoming and outgoing mail, and greeting visitors. Maintain organized filing systems and office operations.
• Serve as a Workday delegate for the VPSA and the Chief of Staff, processing administrative tasks as needed.
• Handle confidential and sensitive information with discretion and professionalism
• Maintain organized filing systems and office operations.
• Serve as the primary liaison between the VPSA and internal and external stakeholders, managing phone calls, inquiries, and meeting requests.

Calendaring

• Maintain and coordinate complex and shifting calendars, scheduling internal and external meetings, booking meeting rooms, and arranging necessary resources such as catering and A/V needs.
• Track and monitor the progress of projects, action items, and strategies that arise from executive meetings, ensuring appropriate follow-up.
• Assist with leadership searches by organizing candidate materials, scheduling interviews, and coordinating communication with HR.

Travel Arrangements

• Arrange travel logistics and process expense reports for the Vice President and senior leadership team.
• Prepare travel itineraries and manage required documentation.
• Manage expense reports and monthly reconciliations.

Special Projects

• Support ad-hoc special projects, events, and initiatives as assigned by the Vice President or senior leadership.
• Coordinate and manage Pavillion VI special events including planning, logistics, catering, and event budgets.
• Assist in onboarding activities for new hires, including communications, and integrations into key divisional workflows.

Minimum Qualifications

Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.

Experience: 4+ years of relevant experience required

Preferred Qualifications

• Proven ability to manage complex calendars, schedules, and priorities effectively.
• Strong verbal and written communication skills, with the ability to draft professional correspondence and documents.
• Demonstrated ability to handle confidential and sensitive matters with discretion.
• High proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, OneNote) and familiarity with Workday or similar administrative platforms.
• Ability to multitask and meet immediate turnaround requirements in a fast-paced environment.
• Strong interpersonal skills, demonstrating professionalism, and the ability to build positive relationships across diverse constituencies.
• Experience in higher education is preferred.

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. The position is primarily 8-5 with some events on nights and weekends.

Anticipated Hiring Range: $75,000 - $90,000, commensurate with experience.

Anticipated Start Date: April 2026

Position Type & Work Location

• This is an Exempt-level, benefited position. Learn more about UVA benefits.
• This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

The position will remain open until filled.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for requisition number R0081593. Complete an application with the following documents:

• Resume
• Cover Letter – must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position.

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 may search and apply for jobs on the UVA Internal Careers website.

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

For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu.

Job Profile

J1030 - Administrative Operations Professional 2

Career Stream and Level

Professional-P2

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.