Executive Assistant, SOM Dean's Office Operations

UVA Health•Charlottesville, VA

7d•Onsite

About The Position

The University of Virginia School of Medicine seeks a highly skilled, dynamic, and professional Executive Assistant to support the Dean’s Office Operations area, working closely with the Chief Operating Officer (COO), Associate Dean for Finance & Administration, and their teams. This role is ideal for a polished, highly organized professional who thrives in a fast-paced, collaborative environment and enjoys serving as a trusted partner to senior leadership. This position is based onsite within a highly collaborative, professional, and fast-paced environment. The School of Medicine operates within a complex academic healthcare environment where strong leadership coordination and operational excellence are essential. Rather than functioning solely as administrative support, this role is a key partner to Dean’s Office Operations leadership, supporting strategic priorities through executive support, project coordination, and stakeholder engagement. Success requires sound judgment, discretion, professionalism, and the ability to navigate a dynamic environment with confidence.

Requirements

A high degree of professionalism, discretion, diplomacy, and sound judgment, particularly when managing confidential or sensitive matters.
Exceptional organizational and prioritization skills, with the ability to manage multiple competing demands in a dynamic environment.
Strong executive support capabilities, including complex calendar management, coordination, and proactive problem solving.
Excellent written, verbal, and interpersonal communication skills, along with the ability to build effective relationships across diverse stakeholder groups.
Experience coordinating projects, tracking priorities, and ensuring accountability for deliverables and follow up actions.
Comfort working within established systems, policies, and institutional processes while exercising independent judgment.
Strong attention to detail, adaptability, and a commitment to operational excellence.
Experience supporting senior leaders in a complex organization, preferably within higher education, healthcare, academic medicine, or a similarly multifaceted environment.
Bachelor's Degree or combination of education and related experience in lieu of a degree required.
3+ years of relevant experience required.

Responsibilities

Manage complex executive calendars with a high degree of accuracy and responsiveness, including scheduling meetings and coordinating logistics for leadership and group engagements.
Serve as a key liaison with University and Health System leadership, fostering strong working relationships across a wide range of stakeholders.
Interpret and apply organizational policies and procedures to ensure appropriate protocols and decision-making processes are consistently followed.
Coordinate and track strategic projects and initiatives, including monitoring progress, managing action items, and ensuring timely follow-up and communication with key stakeholders.
Prepare professional communications, including memos, correspondence, and briefing materials; develop meeting agendas, identify participants, and ensure effective information flow across multiple channels (e.g., meetings, presentations, conferences, and events).
Exercise the highest level of discretion and judgment in handling confidential and sensitive information.