Strategic Executive Assistant to Department Chair

The Rector & Visitors of the 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 in Charlottesville, VA.

The role coordinates complex scheduling, communications, travel, and meetings, serving as a key liaison within the department and with external partners. It requires discretion, professionalism, and strong organizational skills.

Qualifications

• Education: Bachelor’s Degree or combination of education and related experience.
• Experience: 3+ years of relevant administrative experience.
• Experience supporting senior leadership in a university or academic medical center.
• Strong written and verbal communication skills.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Excellent organizational, time-management, and problem-solving skills.

Responsibilities

• Manage the Chair's complex and frequently changing calendar across university, health system, and external organizations.
• Serve as a primary administrative liaison between the Chair and departmental leadership, faculty, staff, trainees, university offices, clinical partners, and external stakeholders.
• Coordinate leadership meetings, faculty meetings, retreats, interviews, presentations, and other events.
• Prepare agendas, briefing documents, materials, presentations, correspondence, reports, and minutes.
• Track decisions, deadlines, and follow-up activities from meetings and initiatives.
• Draft, review, and edit communications on behalf of the Chair with accuracy and professionalism.
• Handle inquiries and escalate sensitive or complex issues as needed.
• Coordinate travel arrangements, itineraries, registrations, and reimbursements.
• Support recruitment, onboarding activities, and confidential personnel processes.
• Maintain organized records and documentation in line with university policies.
• Assist with reports, accreditation activities, strategic planning, and leadership decision-making.
• Handle confidential information with discretion; develop processes to improve efficiency.
• Collaborate with administrative colleagues across the department, School of Medicine, Medical Center, and university.
• Provide administrative support for departmental projects and strategic priorities.

Skills

Communication skills

Executive support

Discretion & confidentiality

Calendar management

Travel coordination

Written communication

Interdepartmental coordination

Problem-solving

Education

Bachelor's Degree

Bachelor's Degree or related experience

Tools

Microsoft Office

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 in Charlottesville, VA.

The role coordinates complex scheduling, communications, travel, and meetings, serving as a key liaison within the department and with external partners. It requires discretion, professionalism, and strong organizational skills.