Executive Assistant to the Vice President and Chief Student Affairs Officer Office of the Vice President for Student Affairs

University of Virginia

2d•$75,000 - $90,000•Onsite

About The Position

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.

Requirements

Bachelor's Degree or combination of education and related experience in lieu of a degree required.
4+ years of relevant experience required

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.