Executive Assistant - State Of virginia : Job Details

Executive Assistant (EA) to the Office of the CIO

The Executive Assistant (EA) provides advanced, diversified, and confidential support to the Office of the CIO. The EA professionally represents the Office of the CIO to internal and external constituents and maintains strong relationships with executive assistants across Grounds. The EA anticipates the needs of the leaders within the Office of the CIO and acts proactively.

Key Areas of Focus

Office Management

* Understands the critical priorities and tasks of the Office of the CIO.

* Actively participates as a member of the administrative support team to identify common threads and make connections between meetings, tasks, and people to anticipate needs.

* Exercises excellent judgment, prioritizing tasks, resolving conflicts, addressing problems, and handling details independently.

* Builds trusting and collaborative relationships with other administrative teams across Grounds.

Calendaring

* Coordinates the busy and shifting calendars of the leaders within the Office of the CIO.

* Proactively ensures maximum effectiveness in the daily calendar by considering urgency, attendees, location, and topics.

* Understands when meetings are necessary and when to preserve work time.

* Anticipates and suggests alternatives such as conference calls or Zoom meetings, if appropriate.

* Knows who must attend meetings and who can be optional.

Meeting Preparation

* Ensures the leaders within the Office of the CIO are fully prepared for each day and meeting.

* Collects, prepares, and distributes briefing materials, including agendas.

* Prepares and compiles executive summaries, reports, and other documentation that are clear, concise, accurate, and comprehensive.

Travel Arrangements

* Researches travel options, including flights, hotels, and local transportation, considering the preferences of the leaders.

* Presents travel options and books final arrangements.

* Prepares travel itineraries, conference agendas, maps, and other necessary documentation.

* Manages expense reports and reconciles travel/expense cards monthly.

Event Coordination

* Plans CIO events such as the annual holiday party, annual picnic, and other similar events.

* Manages event budget preparation, site research, menu creation, and AV needs for events.

About ITS at UVA

ITS at UVA is an excellent place to lead, grow, and deliver impact. We value results and teamwork, creating a welcoming and supportive workplace where everyone feels empowered to be their authentic selves. Work-life balance and flexible work location options are part of our commitment to our employees.

Benefits Include

* Choice of 3 different health plans.

* Vision and dental insurance.

* Life insurance and benefits savings accounts.

* 22 days of paid time off annually, in addition to 12+ paid holidays.

* 8 weeks of paid parental leave.

* Short-term disability.

* Tuition assistance: Up to $5,250 after 6 months for a degree-seeking program, or up to $2,000 for professional development (classes, certification, conferences), and more!

Professional and Educational Requirements

* Bachelor's degree and at least 3 years of experience in administrative functions (7 years of relevant experience may be considered in lieu of a degree).

* Significant experience in office management, including supporting executive-level leadership.

* Ability to work independently with minimal supervision, paying attention to details.

* Ability to multitask and handle immediate turnaround requirements in a high-paced environment.

* Proficiency in adopting new technology and tools for effective work.

* Excellent oral and written communication skills.

* Ability to maintain confidentiality and uphold the integrity of the office.

* Strong interpersonal skills, sound judgment, tact, grace, and professionalism when dealing with diverse constituencies.

Systems and Technology

* Microsoft Office Suite: Word, Outlook, PowerPoint, Excel, Teams

* Workday: HCM and Finance

* Other Tools: Zoom

To Apply

* Complete an online application at http ://jobs .virginia .edu /us /en/ and search for R0065816.

* Attach your CV/Resume and Cover Letter detailing your interest in this position and highlighting relevant knowledge, skills, and experiences.

* Note: You MUST upload ALL documents into the CV/Resume box.

For questions about the application process, please contact Bill Crane, Senior Academic Recruiter, at xer5ff @virginia .edu .

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.