Executive Administrative Assistant

Focused Ultrasound Foundation; Charlottesville (VA); On-site; USD 65,000 - 95,000; Full time

Job summary

The Focused Ultrasound Foundation in Charlottesville, VA seeks an Executive Administrative Assistant to provide high-level executive support to the CEO and broad administrative support across the organization. This on-site role requires proximity to the CEO and the team, with regular in-person availability.

You will back up the CEO, manage complex calendars across time zones, arrange travel, prepare materials, and help streamline operations with discretion and initiative.

Qualifications

• Minimum 5 years of high-level administrative or executive support.
• Experience supporting a CEO or C-suite is strongly preferred.
• Proficiency with calendar management, travel planning, and confidential information.
• Ability to adapt in a small, mission-driven organization.

Responsibilities

• Provide executive support to the CEO and back up coverage as needed.
• Coordinate complex calendars across multiple time zones and schedule meetings.
• Plan domestic and international travel and process related expenses.
• Support administrative team with scheduling, documentation, and projects.
• Maintain confidentiality and exercise discretion in all duties.

Skills

Executive support

Calendar management

Travel coordination

Discretion

Microsoft Office

Salesforce

AI awareness

Tools

Microsoft Office Suite

Salesforce

Slack

Job description

The Focused Ultrasound Foundation, a medical research, education, and patient advocacy organization in Charlottesville, VA, is seeking an Executive Administrative Assistant to provide high-level executive support to the CEO and broad administrative support across the organization. This role will serve as backup to the CEO’s dedicated executive support and must be prepared to step seamlessly into full-time CEO support when needed. The position also provides routine administrative support and backup coverage for other members of the administrative team.

The ideal candidate is an experienced executive support professional who thrives in a small, entrepreneurial, mission-driven and results-oriented environment. They must be highly organized, responsive, adaptable, and comfortable working in a role where priorities can shift quickly. Success requires exceptional judgement, discretion, attention to detail, and the ability to anticipate needs, manage competing priorities, and respond calmly and effectively to time-sensitive requests from senior leadership.

This is an on-site position based in Charlottesville, VA. Regular in-person availability and proximity to the CEO and administrative team are essential to the role. Hours are 7:30am – 4:30pm.

Roles and Responsibilities

Executive Support & CEO Backup

• Serve as primary backup for the CEO’s dedicated executive support, providing seamless coverage during absences, leave, peak periods, and as otherwise needed.
• When providing CEO coverage, remain readily available and responsive to real-time requests, changing priorities, and time-sensitive needs throughout the workday.
• Coordinate and schedule complex internal and external meetings across multiple time zones; maintain calendars with precision and strong attention to sequencing, priorities, and potential conflicts.
• Work closely with the CEO, Chief of Staff, and primary executive support staff to maintain continuity of information, priorities, commitments, and follow-up.
• Prepare and coordinate briefing materials, presentations, spreadsheets, reports, meeting materials, and other documents for executive use.
• Coordinate and track follow-up action items and proactively identify deadlines, conflicts, and outstanding needs.
• Interact professionally with Board members, donors, high-profile individuals, external partners, visitors, and staff, exercising discretion and sound judgement at all times.
• Maintain sensitive and confidential information with the highest degree of discretion.

Travel & Meeting Logistics

• Arrange and coordinate domestic and international travel, including detailed itineraries, ground transportation, accommodations, and meeting logistics.
• Monitor travel schedules and proactively resolve changes or disruptions; occasional after-hours support may be required for urgent travel needs.
• Prepare and process travel expense reports and assist with visa, passport, and other international travel requirements.
• Coordinate visitor itineraries and on-site meeting logistics, including rooms, materials, catering, technology, and other arrangements as needed.

Administrative Team Support

• Provide routine administrative support across the organization; serve as backup for other administrative team members as workload and coverage needs require.
• Assist with scheduling, meeting coordination, document preparation, data entry, mailings, expense processing, supply and materials management, and other general administrative tasks.
• Support meetings, events, workshops, and special projects, including preparation of materials, logistics, tracking, and follow-up.
• Maintain meeting agendas, notes, records, contacts, and other information in Salesforce and organizational systems as appropriate.
• Facilitate internal communication and coordination across departments to help ensure objectives and deadlines are met.
• Identify opportunities to streamline administrative workflows and appropriately use technology and AI tools to improve efficiency and service.
• Run local errands and handle off-site administrative needs on a regular basis, including purchasing and picking up supplies, materials, catering, and other items as needed.

Qualifications & Experience

• Minimum 5 years of experience providing high-level administrative or executive support; experience supporting a CEO or C-level executive strongly preferred.
• Demonstrated experience managing complex calendars, executive travel, confidential information, and rapidly changing priorities.
• Proficiency in Microsoft Office Suite.
• Knowledge of AI best practices preferred.
• Salesforce experience preferred; training will be provided as needed.
• Reliable transportation and a valid driver’s license are required to perform frequent local errands and other off-site responsibilities.

Key Skills

• Exceptional judgement, discretion, professionalism, and reliability.
• Strong executive presence and interpersonal skills; ability to engage effectively with staff, Board members, donors, external partners, and high-profile individuals.
• Exceptional written and verbal communication skills.
• Superior organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
• Highly responsive and comfortable operating in an interrupt-driven environment when providing executive coverage.
• Proactive problem solver who anticipates needs, identifies potential issues, and acts with appropriate independence.
• Ability to remain composed, flexible, and effective under pressure and during sudden high-priority demands.
• Highly resourceful team player who is equally effective working independently.
• Willingness to shift between high-level executive support and routine administrative tasks based on organizational needs.
• Proven ability to handle sensitive and confidential information with discretion.

Note: Qualified candidates will be required to complete an administrative skills assessment as part of the selection process.