Senior Executive Administrative Assistant

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.

Roles and Responsibilities

General Support

• 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.

Travel

• 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.

Qualifications & Experience

• Bachelor’s degree required.
• Minimum 5 years of experience providing high-level administrative support.
• Project management experience.
• Proficiency in Microsoft Office Suite.
• Knowledge of AI best practices preferred.
• Salesforce experience preferred; training will be provided as needed.

Key Skills

• 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.

To Apply

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

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