Executive Assistant, College and Graduate School of Arts and Sciences Dean’s Office

The College and Graduate School of Arts and Sciences seeks a proactive, organized, and adaptable individual with a passion for supporting senior leaders for a Executive Assistant position in the Dean’s Office.

This dynamic role requires effective communication and coordination with faculty, staff, and administrators. The successful candidate will provide high‑quality administrative assistance, including calendar management, travel planning, expense reporting, meeting and event planning, and project support.

• Act as the right hand to senior leaders, providing sophisticated calendar management in a busy and ever‑evolving office with good judgment, emotional intelligence, and strong attention to detail.
• Coordinate meetings and events, including catering orders and scheduling meeting rooms, to ensure they meet budgetary and format expectations.
• Make travel arrangements and prepare expense reimbursement requests, maintaining appropriate documentation and following required policies and procedures.
• Handle internal and external requests, answer the telephone, and respond to or triage email inquiries.
• Work in partnership with the Director for Academic Affairs Administration and Dean’s office colleagues to document operational processes, manage electronic files, and update administrative and operational calendars.
• Provide hospitality to all guests and foster a welcoming environment.
• Attend meetings for the purpose of recording minutes and notes.
• Collaborate closely with other administrative professionals to provide highly responsive, reliable, and coordinated executive support.
• Complete other duties as assigned for the overall benefit of the Dean’s Office.

• Communicate diplomatically and effectively, both orally and in writing, with appropriate grammar and usage for an academic office.
• Use Microsoft Outlook and other scheduling resources to manage busy schedules of multiple senior leaders.
• Anticipate the needs of senior leaders and proactively address them, demonstrating exceptional problem‑solving abilities.
• Complete tasks accurately with a high attention to detail.
• Manage multiple tasks and competing priorities in a timely fashion.
• Track projects and ensure that requests for information are met on time.
• Maintain confidentiality and exercise judgment in uncertain and complex circumstances.
• Exhibit an ability to be flexible, composed under pressure, resilient, and consistently professional.
• Work independently as well as with diverse team members and stakeholders.
• Make decisions based on standard operating procedures and policies.
• Maintain knowledge of departmental, school, and university administrative policies and procedures as they are updated.

• Bachelor’s Degree or combination of education and related experience in lieu of a degree.
• 4+ years of relevant experience, including support of at least one senior leader.

• Five or more years supporting multiple executives or senior leaders simultaneously.
• Demonstrated proficiency in Microsoft Office suite, including Outlook, SharePoint, One Drive, Word, Excel, PowerPoint, and Teams.
• Demonstrated proficiency in Smart Sheet, Air Table, Qualtrics, and/or online scheduling resources.

This primarily sedentary position involves extensive use of desktop computers. The job may occasionally require traveling some distance to attend meetings and programs.

The starting salary range is $64,000 per year. Candidates with exceptional experience and a highly relevant skill set may be considered for a higher salary up to $88,000 as a Senior Executive Assistant. This is an exempt-level, benefited position.

The position is based in Charlottesville, VA and may be eligible for one remote workday per week, after required in‑person training and in accordance with university remote work guidelines.

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.