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 support to teams, managing directors, 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, possess excellent written and verbal communication skills, and demonstrate the ability to manage confidential matters with discretion. This individual should be a proactive problem solver, capable of handling diverse responsibilities, and adept at independently overseeing projects from start to finish. Success in this role requires anticipating needs, effectively prioritizing a variety of tasks, and addressing administrative challenges with efficiency and professionalism.
This is an on-site position based in Charlottesville, VA; remote work is not available for this role.
Roles and Responsibilities
General Support
- Provide comprehensive administrative support to teams and directors.
- Prepare and manage presentations, spreadsheets, and reports; coordinate and track materials and activities.
- Coordinate and schedule meetings across multiple time zones; maintain calendars with accuracy and attention to detail.
- Serve as the primary point of contact for visitors; coordinate meeting logistics and communicate plans and objectives.
- Maintain meeting agendas, notes, and records in Salesforce.
- Provide administrative support to the Chief of Staff and other team members as needed.
- Facilitate internal communication and coordination across departments to ensure objectives and deadlines are met.
- Learn and adapt new technology tools to improve workflow efficiency.
Meetings, Events & Workshops Support
- Assist in planning and coordinating meetings, events, and workshops.
- Assist with development and design of workshop and sponsorship materials.
- Maintain inventory of event materials; manage exhibit shipments.
Finance & Human Resources
- Assist the Finance team with preparing reports, processing reimbursements, and gathering required documentation.
- Provide administrative support to the Human Resources team
Travel
- Arrange and coordinate domestic and international travel for directors.
- 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.
- 5-7 years of experience providing high-level administrative support.
- Proficiency in Microsoft Office Suite, Adobe Acrobat, and database management systems.
- Knowledge of AI best practices preferred.
- Salesforce experience preferred; training provided as needed.
Key Skills
- Strong interpersonal skills; ability to engage effectively with staff, external partners, high profile individuals and donors.
- Expert level written and verbal communication skills.
- Exceptional organizational skills with high attention to detail; project management skills required.
- 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.