Executive Assistant

The Fralin Museum of Art at the University of Virginia seeks candidates for an Executive Assistant and Chief DEAI Liaison to support the Executive Director and work collaboratively among senior leadership. The Fralin is UVA's world-class, encyclopedic art museum that serves the UVA and central Virginia communities with powerful exhibitions and dynamic programs. The successful candidate will be expected to liaise with museum DEAI working group and departments to gather relevant data regarding audience and stakeholder demographics and track outcomes. In addition, the successful candidate will provide a high level of administrative support including calendar maintenance, correspondence, pre- and post-travel coordination, drafting of letters, event planning , and museum research.

Responsibilities:

• Act a point of contact between the Director and others by managing the Director's schedule, including calendar maintenance, scheduling of internal meeting with staff and external meetings with stakeholders and adding them to the main calendar

• Organizing meetings, including scheduling, drafting agendas, sending reminders, developing slide decks, ordering catering, taking minutes, and communicating action items

• Liaise wit h the Provost Office, the Arts, and in 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 meeting requests, answering phone calls, and escalating urgent matters

• Manage electronic and paper filing for the Director

• Plan, book , and reconcile travel arrangements, manag e last-minute travel changes, manage compliance with UVA travel policies including employee tracking and IT guidelines, process travel and expense reports and accounting adjustments

• Perform data entry and contact management related to non-donor, donor , and board engagement, including maintaining and updating donor information and entering contact reports in Advance

• 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 Director's communications, including donor letters, annual reports and more

• Liaise with museum affinity groups

• Handle administrative support related to Director-led programs, including the development of invitation lists, sending invitations, tracking reservations, arranging AV requirements, ordering catering, and related activities, all in collaboration with involved departments

• 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, collecting relevant data, and partnering across departments to support the execution of this plan

• Understand and ensure compliance with UVA guidelines for travel, purchasing and record-keeping

Qualified applicants must have a high school diploma with at least four years of relevant experience , bachelor's degree may substitute for years of experience . Preference will be given to candidates with a bachelor's degree.

Qualifications:

• Detail-oriented with skills in communication and organization.

• 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 part of a team

• A high working knowledge of Microsoft Office, including Word, Excel, Outlook, 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

This position is in Charlottesville, VA.

This position is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $ 45,000 - $ 50,000 commensurate with education and experience . This is an Non-Exempt level, benefited position. For more information on benefits, visit UVA benefits .

This position will remain open until filled . The University will perform background checks on all new hires prior to employment.

To Apply:

Please apply through the UVA job board and search for R0060292 . Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

• CV

• 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 the required documents will not receive full consideration.

References will be completed via UVA's standardized process SkillSurvey. Five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Ashley Cochran, Senior Recruiter at alc6dk@virginia.edu .

For more information about UVA and the Charlottesville community please visit UVA Charlottesville and Beyond and Embark .

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 (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.