Executive Assistant to the Chair | Strategic Admin Partner

University of Virginia; Charlottesville (VA); On-site; USD 63,000 - 79,000; Full time

Job summary

The University of Virginia School of Medicine, Department of Psychiatry and Neurobehavioral Sciences, seeks an Executive Assistant to provide high-level administrative support to the department chair. This role coordinates with the Chair, departmental leadership, faculty, staff, trainees, university offices, clinical partners, and external stakeholders to ensure priority initiatives progress smoothly.

You will manage a complex calendar, prepare materials, arrange travel, handle confidential

Qualifications

• Bachelor's degree or equivalent education/experience required.
• 3+ years of relevant experience required.
• Experience supporting senior leadership in a university or academic medical center preferred.

Responsibilities

• Manage the Chair’s complex calendar and scheduling, prioritizing requests and coordinating across university, health system, and external organizations.
• Serve as primary administrative liaison between the Chair and departmental leadership, faculty, staff, trainees, university offices, clinical partners, and external stakeholders.
• Coordinate departmental leadership meetings, faculty meetings, retreats, interviews, and other special events.
• Prepare agendas, briefing documents, presentations, correspondence, reports, and minutes.
• Draft, review, and edit communications on behalf of the Chair with accuracy and professionalism.
• Coordinate travel arrangements, itineraries, reimbursements, and related documentation.
• Support faculty recruitment, candidate visits, leadership searches, onboarding activities, and confidential personnel processes.
• Maintain organized records, files, contact lists, and administrative documentation per university policies.

Skills

Communication

Organization

Time management

Problem solving

Discretion

Education

Bachelor's degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

The University of Virginia School of Medicine, Department of Psychiatry and Neurobehavioral Sciences, seeks an Executive Assistant to provide high-level administrative support to the department chair. This role coordinates with the Chair, departmental leadership, faculty, staff, trainees, university offices, clinical partners, and external stakeholders to ensure priority initiatives progress smoothly.

You will manage a complex calendar, prepare materials, arrange travel, handle confidential