Executive Assistant, Biomedical Engineering

Commonwealth Of Virginia - Charlottesville, VA

Full-time - Entry Level

Charlottesville, VA

Executive, Legislative, and Other General Government Support

About the position

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, and ensure high standards of communication both internally and externally. The Executive Assistant will act as a liaison with university leadership and assist in building relationships with various constituents and leadership offices. Understanding and adhering to organizational policies and procedures to ensure all decision-making protocols are followed is crucial. Additionally, the Executive Assistant will track and monitor the progress of projects, action items, and strategies initiated by the Chair, executive committees, and administrative leadership group. They will ensure timely follow-ups and organize subsequent meetings and communications for key stakeholders. The role also involves developing memos, communiques, and other correspondence, preparing agendas for meetings, and collecting, preparing, and distributing briefing materials to ensure informed discussions. Organizing and maintaining departmental files, reports, records, and correspondence is also a key responsibility, along with arranging and typing charts and graphs for clear, aesthetic presentation of data. The Executive Assistant will greet departmental visitors and provide necessary assistance, ensuring a welcoming environment.

Responsibilities

• Anticipate the executive officer's needs and review correspondence.
• Draft responses or direct correspondence to 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.
• 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.

Requirements

• Bachelor's Degree or related experience in lieu of a degree.
• At least three years of experience supporting a senior executive.

Nice-to-haves

• 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.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Paid holidays
• Flexible scheduling
• Professional development opportunities