The University of Virginia Department of Student Health seeks a Senior Executive Assistant to support the Executive Director, Associate Executive Director, and Administrative Director. In addition, the position assists the Senior Compliance Manager and Special Advisor to the Executive Director in specified administrative tasks.
The Senior Executive Assistant performs advanced, diversified, and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The position must exercise discretion in handling confidential, sensitive, and timely information. The position will prepare meeting agendas, memos, and correspondence; coordinate busy and shifting office calendars; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments. The Senior Executive Assistant serves as the primary liaison for the Executive Director and other senior management personnel as listed above.
Responsibilities and Duties include:
- Anticipate the needs of the Executive Director and other senior management as listed above.
- Review correspondence and draft responses as appropriate, or forward to the appropriate person for response.
- Serve as contact person, screen and prioritize phone calls. Serve as liaison for UVA officials, community members, and parents.
- Schedule and coordinate appointments with persons inside and outside of department. Maintain calendars, book meeting rooms, arrange for food and other items as needed.
- Maintain administrative suite copy/mail room and flex workstations.
- Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Track administrative policies and procedures, ensuring review and approval by leadership committee occurs annually. Assists with accreditation site visits as directed.
- Track, monitor, and follow the progress of projects, action items, and strategies that emanate from the leadership committee and other senior management meetings as assigned. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed.
- Develop memos, communiques, and correspondence including copy and fax projects, as requested. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the executive’s office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).
- Type and edit documents in preferred format consistent with departmental and university branding.
- Assist in searches led by senior management by organizing search and applicant materials, scheduling interviews, collecting interview feedback, preparing search summaries, and ensuring communication with HR.
- Serve as Workday delegate for senior management.
- Greet and receive visitors to the administrative suite and to the senior management team. Arrange for parking and other travel needs for visitors.
- Arrange for travel and financial reimbursements for senior management.
- In addition to the above job responsibilities, other duties may be assigned.
Minimum Requirements:
Qualifications:
- Bachelor’s degree and at least three years of experience supporting a senior executive OR 7 years supporting a senior executive.
- Strong people and professional-level communication skills, both written and verbal, and demonstrated experience of working with individuals from a variety of backgrounds.
- Demonstrated proficiency in maintaining confidentiality.
- High proficiency in Microsoft Office Suite including Outlook, Excel, and One Note. Proficiency in Adobe.
- Preference will be given to applicants with previous experience in a higher education environment and/or health services environment.
Compensation and Benefits:
Anticipated Hiring range: $30-35/ hour, commensurate with experience. Employment is contingent on successful completion of a background check and health and drug screen. This is a nonexempt-level position with UVa benefits . Employees’ benefits package highlights include:
- 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off
- Parental and Community Service Leave
- Health plan with options to meet healthcare and financial needs available immediately
- Retirement benefits
- Tuition and professional development benefits after six months of employment
- Employee wellness program featuring activities to earn up to $500/year.
This position will not sponsor applications for immigration.
Application Instructions:
Please apply through the UVA job board , and complete an application online. Internal applicants please search “Find Jobs” in Workday. Include the following documents:
- A CV/resume
- A cover letter
- Contact information for three references (name, email address, telephone number, and address).
The position is open until filled and review of applications will begin February 17, 2024. Applications that do not contain all of the required documents will not receive full consideration. References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required. For questions about the application process, please contact Michele Jarman , Academic Recruiter.
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.
The University of Virginia, i ncluding 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 (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.