Executive Assistant to the CEO & CFO at University Of Virginia Alumni Association

Job DescriptionJob DescriptionFLSA Status: ExemptSupervisor: President & CEO, UVA Alumni AssociationDate Prepared: November 2025OverviewMission: The University of Virginia Alumni Association is an independent, alumni-led organization dedicated to serving and representing all Hoos. Our purpose is to ignite lifelong engagement, strengthen the bonds among Hoos, and deepen their pride and love of the University. No matter where life takes them, every Hoo will feel a lasting sense of belonging to this remarkable community—bound by the values of excellence and honor that define UVA.Vision: We are the heartbeat of the Wahoo experience for life, creating the most actively engaged and tightly connected alumni network in the nation—a proud family of Hoos committed to making a lasting impact at UVA and beyond.The University of Virginia Alumni Association’s (UVAAA) approximately 60 employees deliver programs and services to nearly 270,000 alumni worldwide through events, volunteerism, career networking, and communications.The Executive Assistant (EA) is a highly visible position that provides high-level administrative, operational, and board support to the President & CEO (CEO) and Chief Financial Officer (CFO). The EA manages complex calendars, prepares materials for meetings and events, supports board governance, and facilitates communication across departments and with external stakeholders. This role ensures the President’s Office and Board operations run efficiently, discreetly, and professionally. General SummaryThe EA serves as the primary administrative partner to the CEO (80%), supporting leadership priorities, board and governance activities, and external engagement. This position also provides essential support to the CFO (20%) on Board activities, scheduling, expenses, and contract administration.The EA acts as Secretary to the Board of Managers and staff liaison to a variety of Board Committees (e.g., Governance, Nominating, Executive, and other ad hoc committees) ensuring all board materials, communications, and records are timely, accurate, and aligned with governance best practices. Key ResponsibilitiesExecutive Support – CEO and Board Support (Approx. 80%)CEO Support:Manage a complex and dynamic calendar, prioritizing high-level internal and external meetings.Prepare and compile briefing materials, PowerPoint presentations, and pre-reads for meetings and events.Coordinate travel arrangements, itineraries, and expense submissions.Assist in managing all donor and volunteer stewardship that involves the President & CEO (calls, letters, gifts, visits, gifts, etc.).Maintain a keen eye on departmental budget to ensure expenses are managed effectively and according to budget.Serve as a key point of contact for the President’s Office — ensuring timely, professional, and confidential communications.Support meeting planning and logistics for senior leadership meetings and President’s Office gatherings.Draft and proof correspondence, remarks, and other materials on behalf of the President & CEO.Collaborate across departments and with University leadership to support preparation for meetings and presentations hosted by the President & CEO.Maintain organized digital and physical files for the President’s Office. Board Support:Serve as Secretary of the Board of Managers, maintaining accurate minutes, records, and correspondence.Act as staff liaison to assigned Board Committees and provide additional support to the CEO in collaborating proactively with Board Committees including coordination of meetings, preparation of agendas, and tracking action items for CEO and team follow-up.Manage onboarding and relationship building with new Board and Emeritus members — collect bios, photos, and Code of Ethics forms; update rosters, terms, and contact lists.Maintain and update OnBoard and other governance tools; upload meeting materials and committee assignments.Document action items that result from Board meetings; work closely with staff to manage/track follow up.Prepare and distribute Board meeting materials, books, and presentations in collaboration with staff and leadership.Take lead on Board and Emeritus stewardship/recognition; work closely with President & CEO to create high-touch, meaningful, and impactful opportunities for engagement outside of Board meetings.Proactively work with staff to manage committee meetings and relationships with Board members on an ongoing basis.Assist with Board-related events, including logistics, travel, and gifts.Coordinate tickets, access, and event participation for Board and Emeritus members. Executive Support – CFO (Approx. 20%)Manage calendar and schedule coordination.Support expense reporting, budget tracking, and travel arrangements.Assist with contract administration and document organization.Prepare and coordinate materials for CFO-led meetings and presentations including meeting minutes. Other DutiesSupport strategic priorities and organizational projects requiring coordination across leadership and departments.Participate in professional development and maintain awareness of best practices in executive and board support.Uphold and promote the UVAAA’s Code of Ethics and values.Perform other duties as assigned.QualificationsEducation: Bachelor’s degree required. Experience: Minimum of 5 years of experience providing senior-level administrative support, preferably to executives or board leadership. Experience supporting nonprofit boards or governance committees strongly preferred. Familiarity with the University of Virginia or higher education environments a plus.Skills and Attributes:Demonstrated excellence in organization, communication, and discretion.Experience writing/editing for executive-level audiences.Proven ability to manage multiple priorities and meet deadlines in a dynamic environment.Strong attention to detail in all aspects of the job.Demonstrated disposition of being proactive in problem solving/solutions oriented.High proficiency in Microsoft Office Suite (especially Outlook and PowerPoint), Zoom, and board management tools (e.g., OnBoard).Collaborative, positive, and professional demeanor.Commitment to the mission, vision, and values of the UVA Alumni Association.