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University of Virginia Executive Assistant to the VP for Research in Charlottesville, Virginia

This position will act as the lead assistant to Vice President for Research (http://research.virginia.edu/) (VPR), performing advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The successful candidate must exercise discretion in handling confidential, sensitive, and timely information. The Executive Assistant will prepare meeting agendas, memos, and correspondence; coordinate and schedule a busy and shifting office calendar; attend meetings for the purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments. The Executive Assistant will serve as the primary liaison to the Vice President in partnership with the Chief of Staff.

Job Responsibilities:

  • Anticipate the needs of the VPR. Track, monitor, and follow the progress of projects, action items, and strategies that originate from the VPR Office and the administrative leadership group. 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 VPR Office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).

  • Develop, organize and review presentations for VPR.

  • Review correspondence and draft responses as appropriate, or forward to the appropriate person for response.

  • Organize complex calendars and schedules; resolving any scheduling issues ahead of time proactively.

  • Arrange travel and accommodations for the VPR.

  • Act as a VPR liaison with University offices, assisting in relationship building with various constituent groups (internal and external).

  • Office support activities: including meeting building guests, ordering supplies, and preparing expense reports.

  • Other duties as assigned

Job Requirements

Education: Bachelor's degree or equivalent

Experience: At least three years of experience supporting a senior executive.

Application Instructions

To apply applicants must upload a cover letter and resume. The online application allows for multiple documents to be uploaded. For questions about the position or the application process, please contact Margaret Weeks. (mew7ys@virginia.edu) Successful candidates will undergo a background check before being hired.

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

The University of Virginia expects all current and new employees (UVA Health System and Academic), to be vaccinated against COVID-19.

If hired to work within the University Health System, you will be required to provide proof of vaccination or be willing to receive the vaccination. Employees may request a medical or religious exemption from vaccination.

If hired to work on the Academic side of the University, excluding the School of Medicine, School of Nursing, UPG, and the Health Systems Library, you will be required to provide proof of vaccination or be willing to submit to mandatory, weekly prevalence testing. Employees that are working 100% remotely will not be subject to weekly prevalence testing; however, if the employee works on UVA Grounds (including the Medical Center) even intermittently, then they are required to be tested for COVID-19 once per week on an indefinite basis and follow masking mandates.

NOTE: Some medical and safety-sensitive positions require vaccination and are not eligible for an exemption. For more information on how the vaccination and testing requirements will apply to you at your work location, see the UVA New Hire Vaccination Requirements (https://hr.virginia.edu/covid-vaccination-requirements-uva-new-hires) webpage.

The University of Virginia, i ncluding 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.

The University of Virginia is an iconic public institution of higher education, boasting nationally ranked schools and programs, diverse and distinguished faculty, a major academic medical center, and proud history as a renowned research university.

In January of 1819, the Commonwealth of Virginia’s General Assembly chartered what would become the University of Virginia. Entering our third century, the University has served Virginia, the nation, and the world by: educating responsible citizen-leaders; advancing, preserving, and disseminating knowledge; and providing world-class patient care. These responsibilities are enduring and continue to inspire our efforts.

The UVA Health System is renowned for providing outstanding patient care, educating tomorrow's health care leaders, and discovering new and better ways to treat diseases. The UVA Medical Center and Physicians Group, School of Medicine, and School of Nursing are recognized for their excellence in patient care, education, and research.

At UVA, we offer a rich collection of benefits, which have long been recognized and valued for their comprehensiveness and competitiveness in the market. In addition to a robust array of traditional benefits such as health care, time off, and retirement, UVA offers an array of other benefits and services to support faculty, staff, and UVA Health team members with their personal and family needs.

We are committed to a policy of equal opportunity for all persons and welcome diversity in all forms. For more information on the University of Virginia and the surrounding area, visit our Why UVA (https://hr.virginia.edu/careers-uva/why-uva) and Why Charlottesville (https://hr.virginia.edu/careers-uva/why-charlottesville) webpages

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