Executive Assistant

$45,000 - $50,000/Yr

University of Virginia - Charlottesville, VA

Full-time - Entry Level

Charlottesville, VA

Educational Services

About the position

The Fralin Museum of Art at the University of Virginia is seeking an Executive Assistant and Chief DEAI Liaison to support the Executive Director and collaborate with senior leadership. This role involves providing high-level administrative support, managing the Director's schedule, and liaising with various departments to gather data on audience demographics and track outcomes related to diversity, equity, access, and inclusion (DEAI).

Responsibilities

• Act as a point of contact between the Director and others by managing the Director's schedule, including calendar maintenance and scheduling meetings.
• Organize meetings, including scheduling, drafting agendas, sending reminders, developing slide decks, ordering catering, taking minutes, and communicating action items.
• Liaise with the Provost Office, the Arts, and the College of Arts and Sciences.
• Process expenses and reimbursements for the Director punctually and accurately.
• Provide general office support as needed, including editing correspondence, screening calls, and escalating urgent matters.
• Manage electronic and paper filing for the Director.
• Plan, book, and reconcile travel arrangements, manage last-minute travel changes, and ensure compliance with UVA travel policies.
• Perform data entry and contact management related to non-donor, donor, and board engagement.
• Procure books, gifts, and other supplies for the Director's collaborative work with the Curatorial and Development departments.
• Draft, edit, or serve as an additional reviewer for the Director's communications, including donor letters and annual reports.
• Liaise with museum affinity groups.
• Handle administrative support related to Director-led programs, including invitation lists, sending invitations, tracking reservations, and arranging AV requirements.
• Conduct administrative research for the Director related to museum and arts-related projects.
• Draft formula letters for external and routine communications.
• Coordinate meetings and provide administrative support related to new hires.
• Direct the implementation of the Fralin's DEAI Working Group Charter, tracking outcomes and accountability.

Requirements

• High school diploma with at least four years of relevant experience; a bachelor's degree may substitute for years of experience.
• Detail-oriented with strong communication and organization skills.
• Strong written and oral communication skills.
• Knowledge of diversity, equity, access, and inclusion (DEAI) promotion.
• Ability to multi-task and discern priorities.
• Ability to work independently and as part of a team.
• High working knowledge of Microsoft Office, including Word, Excel, Outlook, and Teams.
• Experience with UVA Workday Finance, Advance, Evertrue, CVent, and/or EventBrite.
• Experience working in a museum, at an academic institution, and/or in the arts.

Nice-to-haves

• Bachelor's degree preferred.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401k
• Paid holidays
• Paid time off
• Professional development opportunities
• Tuition reimbursement