Executive Assistant to the Dean, School of Medicine

University of Virginia • Charlottesville, VA

5d • Onsite

About The Position

The University of Virginia is seeking an Executive Assistant to provide efficient, effective, and accurate senior-level administrative support to the Dean of the School of Medicine. This is an onsite role and an integral part of a valued team that works closely with School of Medicine and UVA Health leadership. The work is advanced, diverse, and confidential, requiring broad experience, competencies, and knowledge of organizational policies and practices, as well as discretion in handling sensitive and timely information.

The position supports the Dean’s office through executive calendar and meeting management, correspondence, stakeholder coordination, project tracking, travel and expense administration, records management, event planning, communications, recruiting coordination, and editorial review of academic materials. Other duties may be assigned.

This is a non-exempt-level, benefited position based in Charlottesville, Virginia, and must be performed fully onsite. The position will remain open until filled. The role involves extensive use of desktop computers and occasional travel within the workday to attend meetings and programs. Salary is commensurate with education and experience.

Requirements

• Bachelor’s degree, or a combination of education and related experience in lieu of a degree.
• At least 3 years of relevant experience.
• Excellent people skills, professionalism, flexibility, composure under pressure, and strong time management and work-product delivery.
• Ability to meet the position’s onsite work requirement in Charlottesville, Virginia.
• Candidates must not require immigration sponsorship now or in the future.
• Successful completion of background checks and pre-employment health screenings is required before employment.
• Applicants must submit a resume and cover letter; the cover letter must describe interest in the position and relevant experience.

Nice To Haves

• Previous experience providing high-level executive administrative support to senior leadership, preferably in higher education or a similarly complex organization.
• Demonstrated ability to manage complex calendars, coordinate meetings, arrange travel, and prioritize competing demands on an executive’s time.
• Ability to anticipate executive needs, take initiative, independently resolve problems, and proactively identify opportunities to improve administrative processes.
• Experience coordinating high-level meetings, special events, and projects involving multiple stakeholders.
• Proficiency with Microsoft Office Suite and familiarity with administrative systems and technology commonly used in higher education.

Responsibilities

• Oversee the Dean’s calendar, schedule meetings, and coordinate leadership group meetings.
• Draft and oversee correspondence.
• Partner with internal stakeholders and participate in meetings, including agenda development, meeting summaries, and project management.
• Serve as the initial contact for students, staff, and faculty who contact the Dean’s office.
• Screen telephone calls, visitors, appointments, and mail; provide information or referrals as appropriate.
• Respond to routine correspondence and emails as instructed.
• Serve as a liaison with University leadership and assist with relationship building among constituents and leadership offices.
• Oversee the progress of projects, action items, and strategies originating from the School of Medicine Dean’s office.
• Coordinate meetings, including preparing agendas, identifying participants, and collecting, preparing, and distributing briefing materials.
• Plan and arrange travel, including preparing and reconciling expenses.
• Assist with managing expense accounts and budgets.
• Organize and maintain electronic and paper files for the Dean’s office and ensure materials are accessible.
• Organize special events, including retreats, lunches, Dean’s meetings, and other School events as directed.
• Manage information flowing to and from the Dean’s office for forums, correspondence, speeches, conferences, retreats, and other venues.
• Prepare and distribute announcements to faculty and staff and maintain listservs and email contact groups.
• Assist in coordinating recruiting efforts for the Dean.
• Maintain and update the Dean’s curriculum vitae and other documents.
• Perform editorial review of academic documents, including manuscripts, presentations, and grant files, as needed.
• Perform administrative duties requiring a detailed understanding of organizational operations, policies, procedures, and structures.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior