Executive Assistant, Athletics

The University of Virginia is a highly competitive Division I program committed to academic and athletic excellence. The Department of Athletics at the University of Virginia is currently seeking an Executive Assistant to support the Deputy Athletics Director, Chief Financial Officer/Chief Operation Officer and the Deputy Athletics Director, Chief Strategy Officer and General Manager, and several senior staff.

In this role, you will play a critical part in ensuring the smooth operation of fundraising activities, meeting all guidelines set by the University of Virginia, the ACC, and the NCAA, managing administrative tasks, and enabling our executive staff to focus on building relationships and strategic priorities. Your attention to detail, excellent organizational skills, and ability to multitask will be instrumental to our success.

Responsibilities include:

• Assist with organizational, administrative, and operational support.
• Establish and maintain office and recordkeeping systems and procedures.
• Coordinate and manage the calendars of executive staff, scheduling meetings and special events.
• Manage incoming and outgoing communications, prioritizing urgent matters.
• Handle all assigned communication and correspondence including sensitive and confidential matters.
• Coordinate travel arrangements and itineraries.
• Assist in the planning and execution of special events. Provide on-site support during events as required.
• Assist in tracking expenses and budgets, processing reimbursement requests, and maintaining financial records.
• Manage pre-meeting activity, including pitch presentations and proposals.
• Plan meetings and events.  Coordinate arrangements with internal and/or external vendors.
• Handle sensitive and confidential information with utmost discretion.

The University of Virginia is a highly competitive Division I program committed to academic and athletic excellence. The Department of Athletics at the University of Virginia is currently seeking an Executive Assistant to support the Deputy Athletics Director, Chief Financial Officer/Chief Operation Officer and the Deputy Athletics Director, Chief Strategy Officer and General Manager, and several senior staff.

In this role, you will play a critical part in ensuring the smooth operation of fundraising activities, meeting all guidelines set by the University of Virginia, the ACC, and the NCAA, managing administrative tasks, and enabling our executive staff to focus on building relationships and strategic priorities. Your attention to detail, excellent organizational skills, and ability to multitask will be instrumental to our success.

Responsibilities include:

• Assist with organizational, administrative, and operational support.
• Establish and maintain office and recordkeeping systems and procedures.
• Coordinate and manage the calendars of executive staff, scheduling meetings and special events.
• Manage incoming and outgoing communications, prioritizing urgent matters.
• Handle all assigned communication and correspondence including sensitive and confidential matters.
• Coordinate travel arrangements and itineraries.
• Assist in the planning and execution of special events. Provide on-site support during events as required.
• Assist in tracking expenses and budgets, processing reimbursement requests, and maintaining financial records.
• Manage pre-meeting activity, including pitch presentations and proposals.
• Plan meetings and events.  Coordinate arrangements with internal and/or external vendors.
• Handle sensitive and confidential information with utmost discretion.
• Interact with other university officers on behalf of the department to facilitate communications and critical information exchange.
• Communicate and collaborate effectively with internal and external stakeholders.
• Perform additional duties and tasks as directed by departmental leadership.

Knowledge/Skills/Abilities:

• Experience creating and developing presentations and materials.
• Capacity to handle sensitive information and maintain confidentiality.
• Ability to work both independently and as part of a team to contribute to team objectives.
• Interact effectively with various levels of internal and external constituencies demonstrating understanding of protocol, political environment and implications while maintaining confidentiality.
• Expertise to meet deadlines; juggle multiple projects simultaneously and tolerate changing deadlines and interruptions.
• Strong written and verbal communication skills.
• Basic knowledge of event planning and logistics.
• Ability to conduct research.
• Exceptional organizational skills.
• Strong time-management skills.
• High level of attention to detail.
• Proficiency in using office software.
• Tech savvy.

MINIMUM REQUIREMENTS:

Education: High School Diploma or equivalent required.

Experience: 1+ year of relevant experience required.

PREFERRED REQUIRMENTS:

Education:

• Associate's degree or higher.

Experience:

• Prior experience in administrative support roles, preferably in higher education, collegiate athletics environment, nonprofit or fundraising environment.
• Prior experience within the University of Virginia (former student, student-athlete, or employee).
• Familiarity with NCAA/ACC rules and regulations.
• Internal UVA systems such as Chrome River, Workday, and DocuSign.

TO APPLY:

Please do not forward any applicant materials directly to staff of the Department of Athletics, as only applications received through this system will be considered. This position is open until filled, and the priority deadline for applications is December 5, 2025. This position will not sponsor applications for immigration now or in the future.

Please apply through the UVA job board, search for R0078510 and complete an application online. Requested application materials include a letter of interest or cover letter, resume, and contact information for three professional references. Applications that do not contain all of the required documents will not receive full consideration. For information regarding the position or the application process, please contact Michele Jarman, Academic Recruiter.
 

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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