Executive Assistant, School of Continuing and Professional Studies

Job description

The University of Virginia School of Continuing and Professional Studies (SCPS) seeks a highly skilled, dynamic, and professional Executive Assistant to support the Dean's Office. The Executive Assistant provides executive, administrative, and operational support to the Dean's Office leadership team and serves as a key resource supporting the work of the broader Dean's Office. This position is responsible for managing complex schedules, facilitating communications, coordinating meetings and events, supporting office operations, and advancing key priorities across SCPS.
The Executive Assistant exercises sound judgment, maintains confidentiality, and works independently while managing multiple priorities in a fast-paced environment. The position collaborates closely with the Dean, Chief of Staff, Special Assistant to the Dean, and other Dean's Office partners, including a future Director of Events & Hospitality, to support the successful execution of School priorities and initiatives.
Essential Duties and Responsibilities
Calendar & Scheduling Management
• Manage scheduling and calendaring for Dean's Office leadership and Dean's Office priorities.
• Coordinate logistics for meetings, retreats, leadership gatherings, and special events.
• Maintain meeting schedules, coordinate invitations, secure meeting space, and provide logistical support.
• Ensure efficient coordination of calendars and priorities across the Dean's Office.

Administrative Support
• Provide executive-level administrative and operational support to Dean's Office leadership.
• Prepare and edit correspondence, reports, presentations, meeting materials, and other documents.
• Coordinate travel arrangements and process expense reports.
• Monitor office communications, including shared inboxes, phone calls, mailings, and other inquiries.
• Maintain confidential files and administrative documentation.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Provide support for School initiatives, student affairs activities, and special projects as assigned.
• Exercise independent judgment in prioritizing work, coordinating activities, and resolving routine administrative and operational matters.

Operations, Events, and Project Coordination
• Serve as a primary point of contact for inquiries directed to the Dean's Office.
• Support implementation of office policies, processes, and operational workflows.
• Assist with onboarding and offboarding activities.
• Maintain administrative templates, tracking tools, dashboards, project records, rosters, reports, and other operational resources.
• Independently coordinate recurring operational activities and administrative projects supporting the work of the entire Dean's Office.
• Monitor timelines, track action items, maintain project documentation, and follow up with stakeholders.
• Support contract tracking, documentation management, and other administrative processes.
• Identify opportunities to improve processes, enhance efficiency, and strengthen office operations.

Meeting & Event Support
• Support School leadership meetings, advisory board meetings, and other Dean's Office-sponsored meetings by coordinating logistics and preparing materials.
• Coordinate support for student programs, alumni engagement activities, donor events, advisory board meetings, orientations, commencement-related activities, and other School-sponsored events.
• Work collaboratively with the Special Assistant to the Dean and future Director of Events & Hospitality.
• Provide on-site support for student-facing activities and events.
• Travel locally and occasionally regionally as needed to support School events and student engagement activities.
• Work occasional evenings and weekends in support of key School events and initiatives.

Minimum Qualifications
• Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.
• Experience: 3+ years of relevant experience required.

Preferred Qualifications
• Demonstrated ability to manage multiple priorities and work independently in a fast-paced environment.
• Experience supporting senior leaders; experience coordinating meetings, events, student engagement activities, and stakeholder-facing programs.

Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. Occasional travel, evening, and weekend support may be required.
Starting Salary: $62,000, commensurate with education and experience.
Position Type & Work Location
• This is an Exempt-level, benefited position. Learn more about UVA benefits .
• This position is based in Charlottesville, VA, and is primary performed on-site.

This position will remain open until filled.
Additional Requirements
• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply
Please apply online , by searching for requisition number R0089161 . Complete an application with the following documents:
• Resume
• Cover Letter – must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position.

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.
Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.
For questions about the application process, please contact Karon Harrington, [email protected].
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 .