Executive Administrative Assistant

The Focused Ultrasound Foundation, a medical research, education, and patient advocacy organization in Charlottesville, VA, is seeking an Executive Administrative Assistant to provide high-level executive support to the CEO and broad administrative support across the organization. This role will serve as backup to the CEO’s dedicated executive support and must be prepared to step seamlessly into full-time CEO support when needed.

The position also provides routine administrative support and backup coverage for other members of the administrative team.

The ideal candidate is an experienced executive support professional who thrives in a small, entrepreneurial, mission-driven and results-oriented environment. They must be highly organized, responsive, adaptable, and comfortable working in a role where priorities can shift quickly. Success requires exceptional judgement, discretion, attention to detail, and the ability to anticipate needs, manage competing priorities, and respond calmly and effectively to time-sensitive requests from senior leadership.

This is an on-site position based in Charlottesville, VA. Regular in-person availability and proximity to the CEO and administrative team are essential to the role. Hours are 7:30am – 4:30pm.

Roles and Responsibilities

Executive Support & CEO Backup

• Serve as primary backup for the CEO’s dedicated executive support, providing seamless coverage during absences, leave, peak periods, and as otherwise needed.
• When providing CEO coverage, remain readily available and responsive to real-time requests, changing priorities, and time-sensitive needs throughout the workday.
• Coordinate and schedule complex internal and external meetings across multiple time zones; maintain calendars with precision and strong attention to sequencing, priorities, and potential conflicts.
• Work closely with the CEO, Chief of Staff, and primary executive support staff to maintain continuity of information, priorities, commitments, and follow-up.
• Prepare and coordinate briefing materials, presentations, spreadsheets, reports, meeting materials, and other documents for executive use.
• Coordinate and track follow-up action items and proactively identify deadlines, conflicts, and outstanding needs.
• Interact professionally with Board members, donors, high-profile individuals, external partners, visitors, and staff, exercising discretion and sound judgement at all times.
• Maintain sensitive and confidential information with the highest degree of discretion.

Travel & Meeting Logistics

• Arrange and coordinate domestic and international travel, including detailed itineraries, ground transportation, accommodations, and meeting logistics.
• Monitor travel schedules and proactively resolve changes or disruptions; occasional after-hours support may be required for urgent travel needs.
• Prepare and process travel expense reports and assist with visa, passport, and other international travel requirements.
• Coordinate visitor itineraries and on-site meeting logistics, including rooms, materials, catering, technology, and other arrangements as needed.

Administrative Team Support

• Provide routine administrative support across the organization; serve as backup for other administrative team members as workload and coverage needs require.
• Assist with scheduling, meeting coordination, document preparation, data entry, mailings, expense processing, supply and materials management, and other general administrative tasks.
• Support meetings, events, workshops, and special projects, including preparation of materials, logistics, tracking, and follow-up.
• Maintain meeting agendas, notes, records, contacts, and other information in Salesforce and organizational systems as appropriate.
• Facilitate internal communication and…