Executive Assistant to the Vice President for Finance and Chief Financial Officer

The University of Vice President for Finance (VP) organization is seeking an ambitious, energetic, detailed, and organized individual with a bias for action and focus on results and outcomes to join a talented team as an Executive Assistant to the Vice President for Finance and Chief Financial Officer.

The Executive Assistant (EA) provides high-level administrative support to the Vice President and Chief Financial Officer, handling complex scheduling, communications, and office management with professionalism and discretion. This role represents the VP’s office to internal and external stakeholders, builds strong relationships with administrative colleagues across Grounds, and proactively anticipates leadership needs to ensure smooth and effective operations. This role is expected to model UVAFinance’s vision and values of collaboration, service excellence, continuous improvement, impeccable source of information, and diverse inclusive teamwork.

Responsibilities:

Office Management

• Maintain a strong understanding of the priorities, initiatives, and operational needs of the Office of the Chief Financial Officer.
• Actively participate as a member of the administrative support team to identify connections between meetings, tasks, people, and communications.
• Exercise excellent judgment by prioritizing tasks, resolving conflicts, addressing problems, and handling details independently.
• Build trusting, collaborative relationships with administrative teams across Grounds.
• Attend meetings and provide summaries as needed.
• Assist in onboarding activities for new hires, including communications, and integrations into key leadership workflows.
• Manage listserv and distribution group membership using Sympa and related University systems.
• Coordinate facilities logistics, including hoteling space, parking arrangements, and conference room reservations to support leadership schedules, external stakeholders, and operational needs.

Calendaring

• Manage complex, shifting calendars with exceptional attention to detail and responsiveness.
• Schedule strategically by identifying appropriate attendees and balancing urgency, priorities, and leadership focus time.
• Coordinate across multiple stakeholders and busy schedules with a collaborative and service-oriented approach.
• Ensure consistent follow-through and organized scheduling practices that support smooth daily operations.

Meeting Preparation

• Ensure leaders are fully prepared for meetings and daily priorities.
• Prepare and distribute agendas, briefing materials, and supporting documentation.
• Compile executive summaries, reports, and materials that are clear, accurate, and timely.

Travel Arrangements

• Research and book travel accommodations in alignment with preferences and University policies.
• Prepare travel itineraries and manage required documentation.
• Manage expense reports and monthly reconciliations.

Project Tracking and Follow-up

• Track and monitor tasks, projects, action items, and deliverables for the CFO and UVAFinance, leadership, ensuring timely updates, follow-through, and resolution.
• Initiate subsequent follow-up meetings and communication as needed. Organize and maintain meeting materials, background information, reports, and records to support the efficient operation of the office.
• Assist in reviewing communications, aggregating feedback, and preparing follow-up materials.
• Support ad-hoc projects and evolving priorities, adapting to emerging needs of the CFO and UVAFinance leadership.

Minimum Qualifications

• Bachelor's Degree or combination of education and related experience in lieu of a degree required.
• At least three (3) years of experience in administrative functions.
• Significant experience supporting executive-level leadership.
• Ability to work independently with minimal supervision and strong attention to detail.
• Ability to multitask and meet immediate turnaround requirements in a fast-paced environment.
• Excellent oral and written communication skills.
• Demonstrated ability to maintain confidentiality and uphold office integrity.

Preferred Qualifications

• Strong interpersonal skills, sound judgment, tact, grace, and professionalism when working with diverse constituencies.
• Demonstrated ability to quickly adopt new technology and tools.

Systems & Technology

• Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, Teams)
• Workday (HCM and Finance)
• Zoom
• Docusign
• Salesforce
• Sympa
• Concur

This position will remain open until filled. This is a non-exempt level, benefited position. The University will perform background checks on all hires (if required) prior to employment. Applicants must be currently authorized to work in the United States. For this role, the University will not sponsor or consider candidates requiring sponsorship for employment visas now or in the future. For questions about the application process, please contact Daniel Strong, Senior Recruiter at das6zb@virginia.edu. This position is not remote work eligible

Please apply online, and search for R0081423. Complete an application online with the following documents:

• Resume

• Cover letter

Upload all materials into the resume submission field; multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

Internal applicants: Search and apply for jobs on the UVA Internal Careers website.

MINIMUM REQUIREMENTS:

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

Experience: 3+ years of relevant experience required.

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. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.