Executive Assistant-UVA Biomedical Engineering

The Biomedical Engineering Department at the University of Virginia (UVA) is seeking an Executive Assistant to the Chair. This position involves performing advanced, diversified, confidential secretarial and administrative tasks. The role requires an individual with broad and comprehensive experience, strong competencies, and a thorough understanding of organizational policies and practices. The Executive Assistant must exercise exceptional discretion when handling confidential and sensitive information. Responsibilities include preparing meeting agendas, memos, and correspondence; managing a dynamic office calendar; attending meetings to record, prepare, and distribute minutes and reports; and completing a range of non-routine assignments. Executive Assistants serve as the primary liaison for executives and other senior management personnel.

The successful candidate will be expected to:

• Anticipate the executive officer's needs, review correspondence, draft responses, or direct them to the appropriate parties. Ensure high standards of communication both internally and externally.

• Act as a liaison with university leadership and assist in building relationships with various constituents and leadership offices.

• Organize departmental seminars and events. Coordinate travel, meals, and itineraries for guest lectures.

• Understand and adhere to organizational policies and procedures to ensure all decision-making protocols are followed.

• Track and monitor the progress of projects, action items, and strategies initiated by the Chair, executive committees, and administrative leadership group. Ensure timely follow-ups and organize subsequent meetings and communications for key stakeholders.

• Develop memos, communiques, and other correspondence. Prepare meeting agendas and collect, prepare, and distribute briefing materials to ensure informed discussions.

• Organize and maintain departmental files, reports, records, and correspondence. Arrange and type charts and graphs for a clear, aesthetic presentation of data.

• Greet departmental visitors and provide necessary assistance, ensuring a welcoming environment.

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- Proven experience as an Executive Assistant or similar role.

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 $31.25/hr-$34.62/hr. ($65,000-$72,000 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 April 10, 2026.

Background Check: Background checks will be conducted on all new hires prior to employment.

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 R0082071. Complete an application with the following documents:

• Resume

• Cover Letter optional but strongly suggested

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 theUVA 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 question about the position, please contact Gina Talley.

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.