The University of Virginia's School of Medicine Department of Psychiatry and Neurobehavioral Sciences seeks an Executive Assistant to provide high-level administrative and operational support to a department chair. This position serves as a central point of coordination among the Chair, departmental leadership, faculty, staff, trainees, university officials, clinical partners, and external stakeholders. The Executive Assistant manages complex scheduling, communications, meetings, travel, correspondence, and administrative priorities while exercising discretion, sound judgment, and a high degree of professionalism. The position supports the Chair’s academic, clinical, research, and administrative responsibilities and helps ensure the effective coordination of departmental activities and strategic initiatives. The Executive Assistant is responsible for providing comprehensive administrative support within a complex academic medical environment. The position applies specialized administrative knowledge and organizational skills to coordinate daily operations, anticipate needs, resolve routine issues, and facilitate the Chair’s priorities.

Primary responsibilities include:

• Manage the Chair’s complex and frequently changing calendar, including prioritizing meeting requests, identifying scheduling conflicts, and coordinating 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 departmental leadership meetings, faculty meetings, retreats, interviews, presentations, and other special events.

• Prepare agendas, meeting materials, briefing documents, presentations, correspondence, reports, and minutes.

• Track decisions, assignments, deadlines, and follow-up activities resulting from meetings and departmental initiatives.

• Draft, review, and edit communications on behalf of the Chair, ensuring accuracy, professionalism, and consistency.

• Receive and respond to inquiries, independently addressing routine matters and appropriately directing or escalating sensitive or complex issues.

• Coordinate travel arrangements, itineraries, registrations, reimbursements, and related documentation.

• Support faculty recruitment, candidate visits, leadership searches, onboarding activities, and other confidential personnel processes.

• Maintain organized records, files, contact lists, and administrative documentation in accordance with university policies and retention requirements.

• Assist with collecting, organizing, and summarizing information needed for departmental reports, presentations, accreditation activities, strategic planning, and leadership decision-making.

• Handle confidential and sensitive information related to faculty, staff, trainees, patients, and departmental operations with discretion.

• Develop and maintain effective administrative processes that improve communication, coordination, and operational efficiency.

• Collaborate with administrative colleagues throughout the department, School of Medicine, Medical Center, and university.

• Provide administrative support for departmental projects and strategic priorities as assigned.

• Perform other duties necessary to support the Chair and the effective operation of the department.

The position requires the ability to manage multiple competing priorities, work effectively with limited supervision, and adapt to changing departmental needs. The Executive Assistant must be a consummate team player who collaborates effectively, supports shared goals, contributes wherever needed, and builds positive working relationships across the department and organization. The successful candidate is expected to demonstrate initiative, attention to detail, responsiveness, diplomacy, sound judgment, and a strong commitment to professional service.

Minimum Requirements

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

Experience: 3+ years of relevant experience required.

Preferred Qualifications

• Experience supporting senior leadership in a university, academic medical center, healthcare organization, or similarly complex environment.

• Experience managing complex executive calendars and coordinating meetings involving multiple senior-level stakeholders.

• Strong written and verbal communication skills.

• Demonstrated ability to exercise sound judgment and maintain confidentiality.

• Excellent organizational, time-management, and problem-solving skills.

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

• Ability to work independently, anticipate administrative needs, and manage competing priorities under time-sensitive conditions.

• Experience coordinating travel, preparing executive-level correspondence, and supporting leadership meetings or special events.

• Familiarity with university or health-system policies, practices, and administrative systems.

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.

Salary Range: The anticipated hiring range is ($30.46 - $38.07 Hourly) $63,349.33 - $79,186.66/annually, commensurate with education and experience.

Exemption Status: This is a non-exempt-level, benefited position. Learn more about UVA benefits.

Work Arrangement : This position is based in Charlottesville, VA, and must be performed fully on-site.

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

Application Timeline: Application review will begin after August 31, 2026. The position will remain open until filled.

Visa Sponsorship: This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply: Please apply online, by searching for requisition number R0086688. Complete an application with the following documents:

• Resume

• Cover Letter is optional but strongly encouraged

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Search and apply for jobs on the UVA Internal Careers website.

Reference Check Process: Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Department Contact: For questions about the position, please contact Casey Shaver.

Recruiter Contact: For questions about the application process, please contact Margaret Weeks.

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.