Executive Assistant, CAPS

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 34,000 - 41,000; Full time

Job summary

The University of Virginia's Counseling and Psychological Services (CAPS) seeks an Executive Assistant to provide high-level support to the Chief Mental Health Officer and coordinate cross-departmental initiatives.

This role combines executive support, project coordination, and APA training program operations, requiring discretion, strong written skills, and the ability to manage competing priorities in a complex healthcare/academic setting.

Qualifications

• Bachelor's degree or equivalent.
• 3+ years executive support, project coordination, or program administration in healthcare/academic/clinical settings.
• Ability to manage multiple priorities with attention to detail.
• Excellent written and verbal communication.
• Professionalism, discretion, and handling confidential information.
• Proficiency with Microsoft Office and scheduling tools.

Responsibilities

• Manage a complex calendar across leadership, on-Grounds partners, and external stakeholders.
• Draft and edit correspondence, reports, and presentations for the CMHO.
• Coordinate travel, expenses, and reimbursements; maintain confidentiality.
• Lead planning and implementation of CMHO-led initiatives with timelines and stakeholders.
• Prepare briefing documents and status updates for leadership.
• Support APA training program operations, including intern recruitment and onboarding.
• Maintain training records and accreditation documentation.
• Coordinate training seminars and meetings.

Skills

Executive support

Project coordination

Communication skills

Discretion

Multitasking

Education

Bachelor's degree

Tools

Microsoft Office

Scheduling tools

Job description

The University of Virginia's Counseling and Psychological Services (CAPS), a unit within the Department of Student Health and Wellness, is seeking an Executive Assistant. The Executive Assistant provides high-level executive support and strategic thought partnership to the Chief Mental Health Officer (CMHO), while also coordinating cross-departmental projects and initiatives led by the CMHO. The role additionally provides administrative and operational support to CAPS's APA-accredited doctoral psychology training program, working in close collaboration with the CAPS Associate Director for Training. This position requires sound judgment, discretion with sensitive and confidential information, strong organizational and written communication skills, and the ability to manage competing priorities across executive support, project coordination, and program administration.

Key Responsibilities

Executive Support (~40%)

• Manage and proactively problem-solve a complex, shifting calendar, including scheduling across Student Health and Wellness leadership, on-Grounds partners, and external stakeholders.
• Serve as a trusted thought partner to the CMHO, helping prioritize competing demands, prepare for meetings, and think through strategic and operational questions.
• Draft, edit, and proofread correspondence, reports, presentations, and other materials on behalf of the CMHO.
• Manage inbox triage and follow-up, flagging time-sensitive items and drafting responses as appropriate.
• Coordinate travel arrangements, expense reports, and reimbursements as needed.
• Exercise discretion and maintain strict confidentiality regarding sensitive clinical, personnel, and administrative matters.
• Anticipate needs and manage logistics for meetings, personnel searches, retreats, and site visits.

Project & Program Coordination (~40%)

• Coordinate larger initiatives led by the CMHO from planning through implementation, including those assigned to and led by the CAPS Director.
• Build and maintain project timelines, track deliverables, and follow up with stakeholders to keep initiatives on schedule.
• Prepare briefing documents, meeting agendas, and status updates for project stakeholders and leadership.
• Support research and synthesis on peer institution practices, funding opportunities, and relevant literature to inform program development.
• Coordinate logistics for cross-departmental and community partner meetings related to strategic initiatives.
• Track action items and ensure accountability across project team members.

APA Training Program Support (~20%)

• Partner with the Associate Director for Training to support administrative operations of the APA-accredited doctoral psychology training program, which includes 3 full-time interns.
• Assist with coordination of the intern recruitment and selection process, including scheduling interviews and managing applicant communications.
• Support onboarding logistics for incoming interns each training year.
• Help maintain documentation required for APA accreditation compliance (e.g., training records, evaluation tracking, policy documentation).
• Coordinate scheduling for training seminars, supervision meetings, and related training program events.

Other duties as assigned.

Required Qualifications:

• Bachelor's degree, or equivalent combination of education and relevant experience.
• 3+ years of experience in executive support, project coordination, or program administration, ideally in a healthcare, academic, or clinical setting.
• Demonstrated ability to manage multiple priorities independently with strong attention to detail.
• Excellent written and verbal communication skills.
• High degree of professionalism, discretion, and sound judgment with confidential information.
• Proficiency with standard office/productivity software (e.g., Microsoft Office, scheduling tools) and comfort learning new systems.

Preferred Qualifications

• Experience supporting a senior leader in a higher education, healthcare, or mental health setting.
• Experience with project management tools and practices.
• Familiarity with APA training program requirements or academic training/accreditation processes.
• Experience working in or with counseling, mental health, or student affairs environments.

The salary range for this position is $25 - $30 per hour and is commensurate with qualifications and experience.

About the Position

This is a full-time, 40 hours/week, benefits-eligible position with UVA benefits.The selected candidate will pass a background check and drug screen. This position will not sponsor applicants for work visas now or in the future.

The preferred deadline for applications is August 2026.

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.

For more information about UVA and the Charlottesville community please see www.virginia.edu/life/charlottesville and https://embarkcva.com/.

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.