Executive Assistant #R0034262

University of Virginia   Charlottesville, VA   Full-time     Administration / Clerical
Posted on May 2, 2022
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Executive Assistant

The Department of Surgery seeks an Executive Assistant to the Chair and Administrator to perform advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The individual must exercise discretion in handling confidential, sensitive, and timely information; prepare meeting agendas, memos, and correspondence; coordinate a busy and shifting office calendar; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments. Executive Assistants serve as the primary liaison for executive and other senior management personnel.

Job responsibilities include:
• Anticipate the needs of the executive officer. Review correspondence and draft responses as appropriate, or forward to the appropriate person for response.
• Act as a liaison with University leadership, assisting in relationship building with various constituents and leadership offices.
• Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Track, monitor, and follow the progress of projects, action items, and strategies that emanate from the executive committee, administrative leadership group, etc. 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. 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.).
• Organize and maintain teaching and research files of manuscripts, lecture notes, reports, records, and correspondence required for reference, efficient operation of office, and verification of bibliographic references.
• Type and edit technical or scientific manuscripts, grant applications, lectures, reports, and correspondence from rough drafts, corrected copy or voice recordings utilizing knowledge of grammatical form, technical, or scientific terminology symbols and format, and established style manual procedures.
• Arrange and type technical or scientific charts and graphs ensuring accurate, aesthetic, and organized presentation of data on the printed page.
• Synthesize research information and compose and type routine or general abstracts, research descriptions, and answers to correspondence of inquiry.
• In addition to the above job responsibilities, other duties may be assigned.

MINIMUM REQUIREMENTS:
Education: Bachelor's Degree or related experience in lieu of a degree.
Experience: At least three years of experience supporting a senior executive.

This is a restricted position; continuation is dependent on funding and satisfactory performance. Priority application review will begin April 30, 2022, but the position will remain open until filled.

The successful candidate will pass a criminal background check and pre-employment health screening. Please note that multiple documents can be uploaded in the box. Applications that do not contain all required documents will not receive full consideration.

For questions regarding the application process, please contact Michelle Williams, Senior Recruiter/Faculty Search Advisor, at mew8js@virginia.edu

PHYSICAL DEMANDS:
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.

COVID Vaccination Requirement and Guidelines
Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements?and?guidelines for employment at UVA.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.