Executive Administrative Assistant to Faculty Leaders

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

The University of Virginia is seeking a Senior Administrative Assistant to provide high-level administrative and operational support to our School of Medicine, Department of Plastic Surgery, Maxillofacial and Oral Health. You will coordinate calendars, travel, correspondence, and donor activities for faculty and department leadership.

Ideal candidates have 3+ years of relevant experience, strong communication skills, confidentiality, and proficiency with Microsoft Office.

Qualifications

• High School diploma or equivalent required.
• 3+ years relevant experience required.
• Experience supporting senior leadership in a university or academic medical center.
• Experience managing complex executive calendars and coordinating meetings with multiple senior-level stakeholders.
• Strong written and verbal communication skills.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Excellent organizational, time-management, and problem-solving skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to work independently, anticipate administrative needs, and manage competing priorities under time-sensitive conditions.
• Experience coordinating travel, preparing executive-level correspondence, and supporting leadership meetings or special events.
• Familiarity with university or health-system policies, practices, and administrative systems.

Responsibilities

• Develop and maintain administrative processes that improve communication and efficiency.
• Manage faculty complex and frequently changing calendars with conflicts across university and external partners.
• Coordinate travel arrangements, itineraries, registrations, and reimbursements.
• Serve as liaison between faculty and departmental leadership, staff, donors, and external stakeholders.
• Prepare agendas, materials, briefing documents, presentations, correspondence, and minutes.
• Respond to inquiries, address routine matters, and escalate sensitive issues as needed.
• Coordinate donor communications, meetings, events, and stewardship activities.
• Maintain donor and prospect records, acknowledgments, and gift receipts.
• Process charitable gifts, pledges, and matching gift documentation.
• Generate fundraising reports and donor lists to support campaigns.
• Assist with prospect research and maintain administrative records in line with university policies.

Skills

Communication skills

Confidentiality

Organizational skills

Time-management

Problem solving

Independent work

Calendar management

Travel coordination

Education

High School diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

The University of Virginia is seeking a Senior Administrative Assistant to provide high-level administrative and operational support to our School of Medicine, Department of Plastic Surgery, Maxillofacial and Oral Health. You will coordinate calendars, travel, correspondence, and donor activities for faculty and department leadership.

Ideal candidates have 3+ years of relevant experience, strong communication skills, confidentiality, and proficiency with Microsoft Office.