Job Details

Overview

The Executive Assistant provides high level, confidential administrative and operational duties to a senior leader of the University of Virginia Physicians Group, as well as to directors, managers and support staff as needed. This role functions as a key partner in ensuring the efficient operation of the department by managing complex administrative processes, coordinating executive level activities, and supporting strategic and operational initiatives. The Executive Assistant exercises sound judgment, prioritizes competing demands, and independently manages sensitive information and time critical matters in a fast paced healthcare environment.

Responsibilities

• Executive and Operational Support: Manages complex calendars, schedules meetings, teleconferences, demonstrations, and presentations, and coordinates logistics across multiple stakeholders. Prepares and distributes agendas and supporting materials and produces accurate meeting minutes within established timelines when required. Provides proactive administrative support to ensure daily operations run smoothly and that high priority matters are addressed in a timely and organized manner.
• Communication and Coordination: Serves as a primary point of contact and liaison with UVA Health partners, UPG Executive Team members, governance boards, executive level committees, and clinical chairs. Reviews, prioritizes, and routes incoming correspondence, including email and other communications, exercising discretion and judgment in determining appropriate action or escalation. Develops memos, communications and professional correspondence, reports, and presentations on behalf of leadership.
• Meeting and Project Support: Prepares background materials, briefing documents, and reference information in advance of meetings to support informed discussion and decision making. Tracks, monitors, and follows the progress of projects, action items, and strategies from administrative leadership group. Ensures that appropriate follow-up actions are taken. Initiates subsequent follow-up meetings and communication for key stakeholders as directed.
• Financial and Administrative Process: Prepares check requests and processes expense, travel reports, and invoices in accordance with UPG budgetary and accounting guidelines. Maintains organized and comprehensive filing systems related to committees, compliance, strategic planning, bylaws, human resources, finance, and budgeting, and proactively retrieves relevant materials to support leadership needs.
• Systems, Confidentiality, and Leadership: Recommends and implements office systems, tools, and procedures to improve efficiency and support evolving departmental needs. Handles highly confidential and sensitive information with discretion, evaluates issues as appropriate, and briefs leadership on requests, concerns, or emerging issues. May provide functional guidance, training, and oversight to administrative support staff and serves as a role model for professionalism, accuracy, and service standards.
• Other Duties: Performs additional duties and special projects as assigned in support of departmental and organizational objectives.

Minimum Requirements

• Education: Associate degree in business administration
• Experience: Four years of related experience
• Licensure: None
• Skills: Intermediate knowledge of and experience utilizing a personal computer. Intermediate knowledge of word-processing, spreadsheet, and presentation software required.

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.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVAs commitment to non-discrimination and equal opportunity employment.