Executive Assistant to the Executive VP and COO

The University of Virginia is seeking an Executive Assistant to serve the Executive Vice President and Chief Operating Officer.  The successful candidate will be able to work independently in a fast-pasted and complex environment with a sense of urgency, confidentiality and ability to multi-task. 

The Executive Assistant will act as the primary assistant to the executive vice president, performing advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. They must exercise discretion in handling confidential, sensitive, and timely information. They prepare meeting agendas, memos, and correspondence; coordinate a busy and shifting office calendar; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments as assigned. Executive Assistants serve as a liaison for executive and other senior management personnel.  This position works closely with the EVP/COO on operational matters and is expected to report for duty in-person to support the EVP/COO.  Specific duties and day-to-day responsibilities are managed by the Assistant Vice President and Chief of Staff to the EVP/COO.

Job responsibilities include:

• Manage the daily calendar of the EVP/COO, ensuring meetings are scheduled in a timely and manner to allow for effective decision making.

• Anticipate the needs of the EVP/COO.

• Create and review correspondence and draft responses as appropriate, or forward to the appropriate person for response.

• Act as a liaison with University leadership, assisting in relationship building with various constituents and leadership offices.

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

• Track, monitor, and follow the progress of projects, action items, and strategies that emanate from the executive committee, administrative leadership group, etc. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed.

• Develop memos, communiques, and correspondence. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the executive's office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).

• Maintain electronic and physical records for important documents and maintain all documentation and records to meet audit requirements.

In addition to the above job responsibilities, other duties may be assigned

Required Qualifications:

•  Bachelors degree and at least 4 years of experience providing administrative support to an executive within a higher education organization or comparable organization of UVA’s size and scope.

• 7 years of experience may be considered in lieu of a degree 

Knowledge, Skills and Abilities

• Strong interpersonal and written communication skills

• Demonstrated ability to work collaboratively with staff, and those in senior leadership positions to oversee complex, time-sensitive high-priority projects with responsibility for outcomes.

• Demonstrated experience building rapport and relationships with individuals and groups.

• Ability to represent the perspectives of the EVP/COO to a variety of internal and external stakeholders.

• Ability to manage communications, in coordination with departmental units and external stakeholders, to increase and maintain visibility of the Department's projects and initiatives.

• Ability to independently interpret information and apply to daily work. 

• Ability to adapt quickly to a multi-faceted and evolving work environment.

The selected applicant will be required to complete a background check prior to their first day of employment per university policy.

TO APPLY:

Please visit UVA job board: https://jobs.virginia.edu and search for “Executive Assistant to the Executive VP and COO”

Complete an application online and attach:

1.      Cover letter to include your interest in the position and your knowledge, skills, abilities, and experiences

2.      Resume or CV

PROCESS FOR INTERNAL UVA APPLICANTS: Please apply through your Workday Home page, search “Find Jobs”, and search for “R0054983".  

***Please note that you MUST upload ALL documents into the CV/Resume box. Applications that do not contain all of the required documents will not receive full co