Executive Assistants act as the assistant to officer-level executives, performing advanced, diversified and confidential secretarial and 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. Executive Assistants serve as the primary liaison for executive and other senior management personnel.
- Anticipate the needs of the executive officer. 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.).
- Organize and maintain teaching and research files of manuscripts, lecture notes, reports, records, and correspondence required for reference, efficient operation of office, and verification of bibliographic references.
- Type and edit technical or scientific manuscripts, grant applications, lectures, reports, and correspondence from rough drafts, corrected copy or voice recordings utilizing knowledge of grammatical form, technical, or scientific terminology symbols and format, and established style manual procedures.
- Arrange and type technical or scientific charts and graphs ensuring accurate, aesthetic, and organized presentation of data on the printed page.
- Synthesize research information and compose and type routine or general abstracts, research descriptions, and answers to correspondence of inquiry.
- In addition to the above job responsibilities, other duties may be assigned.
MINIMUM REQUIREMENYS
Education: Bachelor's Degree or related experience in lieu of a degree.
Experience: At least three years of experience supporting a senior executive.
Licensure: None
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 University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.
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The Rector & Visitors of the University of Virginia
May 16, 2025