Senior Executive Administrative Assistant

Senior Executive Administrative Assistant

Join to apply for the Senior Executive Administrative Assistant role at Focused Ultrasound Foundation

This range is provided by Focused Ultrasound Foundation. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$68,000.00/yr - $85,000.00/yr

Direct message the job poster from Focused Ultrasound Foundation

The Focused Ultrasound Foundation, a medical research, education and patient advocacy organization in Charlottesville, VA, is seeking a Senior Administrative Assistant to provide high-level executive support and ensure seamless daily operations. This role requires a high degree of professionalism, accuracy, and strong problem‑solving skills.

The ideal candidate must be a team player who thrives in a small, entrepreneurial environment that is mission‑driven and results‑oriented. They must be highly organized, demonstrate excellent written and verbal communication skills, and be capable of managing confidential matters with discretion. This individual should be a proactive problem solver who handles diverse responsibilities and independently manages projects from start to finish.

Success in this role requires anticipating needs, prioritizing effectively, and addressing administrative challenges with efficiency and professionalism.

This is an on‑site position based in Charlottesville, VA. Hours are 7:30am – 4:30pm.

• Provide high‑level, comprehensive administrative support to the CEO and managing directors, in coordination with the administrative team.
• Coordinate and schedule meetings across multiple time zones; maintain calendars with precision and attention to detail.
• Prepare and manage presentations, spreadsheets, briefing materials, and reports.
• Coordinate and track follow‑up action items.
• Serve as point of contact for visitors; coordinate meeting logistics, communicate plans and objectives, and ensure timely follow‑up.
• Maintain meeting agendas, notes, records, and contacts in Salesforce.
• Facilitate internal communication and coordination across departments to ensure objectives and deadlines are met.
• Identify opportunities to streamline workflows and adopt new technologies to increase organizational efficiency.

• Arrange and coordinate domestic and international travel.
• Prepare and process travel expense reports.
• Monitor travel schedules and provide occasional after‑hours support for urgent travel needs.
• Prepare visa, passport, and other international travel applications.

• Minimum 5 years of experience providing high‑level administrative support.
• Proficiency in Microsoft Office Suite.
• Knowledge of AI best practices preferred.
• Salesforce experience preferred; training will be provided as needed.

• Strong interpersonal skills; ability to engage effectively with staff, external partners, high‑profile individuals and donors.
• Exceptional written and verbal communication skills.
• Superior organizational skills with strong attention to detail.
• Ability to multitask efficiently and remain composed under pressure.
• Highly resourceful team‑player with strong independent problem‑solving skills.
• Versatile and adaptable with the ability to quickly learn new subject matter.
• Proven ability to handle sensitive and confidential information with discretion.

Please submit your cover letter and resume (PDF format) to jobs.

Note: Qualified candidates will be required to complete an administrative skills assessment as part of the selection process.

• Mid‑Senior level

• Full‑time

• Administrative and Project Management

Referrals increase your chances of interviewing at Focused Ultrasound Foundation by 2x

• Medical insurance
• 401(k)
• Paid maternity leave
• Vision insurance
• Child care support
• Tuition assistance

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