Job Description
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Executive Assistant, SOM Dean's Office Operations
Location
Charlottesville, Virginia, United States of America
Category
Administrative Support
The Rector & Visitors of the University of Virginia
Job Id
R0083212
Job Type
Full time
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.
Why This Role Matters
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.
What You'll Be Responsible For
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.
What We're Looking For
We're seeking someone who brings:
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.
Minimum Requirements
Education:
Bachelor's Degree or combination of education and related experience in lieu of a degree required.
Experience:
3+ years of relevant experience required.
Physical Demands:
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
Anticipated Salary Range:
$70,000 - $80,000, commensurate with education and experience.
Position Type & Work Location
This is a non-exempt-level, benefited position. Learn more about UVA benefits.
This position is based in Charlottesville, VA, and must be performed fully on-site.
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.
The position will remain open until filled. Additional Requirements
Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.
This position will not consider candidates who require immigration sponsorship now or in the future.
How to Apply
Please apply online, by searching for requisition number R0083212.
Complete an application with the following documents: Resume
Cover Letter - must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position. Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.
Internal applicants may search and apply for jobs on the UVA Internal Careers website.
Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required. For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.
