Executive Assistant

The University of Virginia's number one ranked Department of Student Health and Wellness (SHW) provides a comprehensive range of medical, mental health, well-being, and disability support services to all enrolled undergraduate and graduate students. The University of Virginia’s Medical Services, a unit within the Department of Student Health and Wellness, is seeking an Executive Assistant. The Executive Assistant performs advanced, diversified, and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies and knowledge of organizational policies and practices. The position must exercise discretion in handling confidential, sensitive, and timely information. The position will prepare meeting agendas, memos, and correspondence; coordinate busy and shifting office calendars; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments.

Responsibilities and Duties include:

• Review correspondence and draft responses as appropriate, or forward to the appropriate person for response.
• Schedule and coordinate appointments with persons inside and outside of department.
• Maintain calendars, book meeting rooms, arrange for food and other items as needed.
• Maintain administrative suite copy/mail room and flex workstations.
• Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Track administrative policies and procedures, ensuring review and approval by leadership committee occurs annually. Assists with accreditation site visits as directed.
• Track, monitor and follow the progress of projects, action items, and strategies that emanate from the leadership committee and other senior management meetings as assigned. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed.
• Develop memos communiques, and correspondence including copy and fax projects, as requested. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the executive’s office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.)
• Type and edit documents in preferred format consistent with departmental and university branding.
• Assist in searches by organizing search and applicant materials, scheduling interviews, collecting interview feedback, preparing search summaries, and ensuring communication with HR.
• Serve as Workday delegate for management.
• Arrange for travel and financial reimbursements for management.
• In addition to the above job responsibilities, other duties may be assigned.

Required Qualifications:

Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.

Experience: 3+ years of relevant experience required.

About the Position

The anticipated hiring range for this position is $25-$30/hour, commensurate with qualifications and experience. 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.

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.

Application Process

Applicants not employed at UVA please apply through the UVA job board; current employees please search and apply for jobs on the UVA Internal Careers website and complete an application. Complete an application with the following documents:

• Resume

• Cover Letter

Applications without all required documents will not receive full consideration. Review of applications will begin after April 16, 2026.

Reference Check Process

References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Contact

For questions about the application process, please contact Michele Jarman, Academic Recruiter.

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.