The Biomedical Engineering Department at the University of Virginia (UVA) is seeking an Executive Assistant to the Chair. This position involves performing advanced, diversified, and confidential secretarial and administrative tasks. The role requires an individual with broad and comprehensive experience, strong competencies, and a thorough understanding of organizational policies and practices. The Executive Assistant must exercise exceptional discretion when handling confidential and sensitive information. Responsibilities include preparing meeting agendas, memos, and correspondence; managing a dynamic office calendar; attending meetings to record, prepare, and distribute minutes and reports; and completing a range of non-routine assignments. Executive Assistants serve as the primary liaison for executives and other senior management personnel.

The successful candidate will be expected to:

Anticipate the executive officer's needs, review correspondence, draft responses or direct them to the appropriate parties. Ensure high standards of communication both internally and externally.

Act as a liaison with university leadership and assist in building relationships with various constituents and leadership offices.

Understand and adhere to organizational policies and procedures to ensure all decision-making protocols are followed.

Track and monitor the progress of projects, action items, and strategies initiated by the Chair, executive committees, and administrative leadership group. Ensure timely follow-ups and organize subsequent meetings and communications for key stakeholders.

Develop memos, communiques, and other correspondence. Prepare agendas for meetings and collect, prepare, and distribute briefing materials to ensure informed discussions.

Organize and maintain departmental files, reports, records, and correspondence. Arrange and type charts and graphs for clear, aesthetic presentation of data.

Greet departmental visitors and provide necessary assistance, ensuring a welcoming environment.

Minimum Qualifications:

Education: Bachelor's Degree or related experience in lieu of a degree.

Experience: At least three years of experience supporting a senior executive.

Preferred Qualifications:

Proven experience as an Executive Assistant or similar role.

Excellent organizational and time management skills.

Strong written and verbal communication skills.

Ability to handle confidential information with discretion.

Proficiency in MS Office and data presentation.

This position is a restricted position and is dependent upon project need, availability of funding and performance. This is a Non-Exempt level, benefited position.  For more information on the benefits at UVA, visit hr.virginia.edu/benefits. 

This position will remain open until filled.  The University will perform background checks on all new hires prior to employment.  A completed pre-employment health screen is required for this position prior to employment.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

Physical Demands:

This position is located in Charlottesville, VA. This position is an in-person role requiring the candidate to be on-site from Monday to Friday.

To Apply:

Please apply through  Careers at UVA , and search for R0063886.

Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs' and search for R0063886.

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 required documents will not receive full consideration.

For questions about the application process, please contact Yelena Markazyan, Academic Recruiter at ym3mm@virginia.edu

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/

The University of Virginia, including 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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.