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OrganizationMary Rose Serafini
TypeFull Time
Application DeadlineOctober 12, 2016
College Degree Required?Yes


The Focused Ultrasound Foundation, a medical research, education and patient advocacy organization in Charlottesville, VA, is seeking an Executive Administrator/Marketing Coordinator. This position will represent the Foundation in a professional manner and support the Foundation with a variety of responsibilities with a high level of accuracy and problem solving ability.

Job Responsibilities

  • Executive Administrator
    • Schedule meetings and maintain Chairman’s calendar with high degree of accuracy
    • Serve as first point of contact for visitors; manage Chairman’s phone calls
    • Arrange domestic and international travel for Chairman and Development Director, create detailed itineraries with travel and meeting information, process late travel changes, monitor status throughout trip, and process reimbursements
    • Assist with Board of Directors relations: schedule quarterly meetings, assist with meeting material production
    • Provide support to Operations Director as needed
  • Communications
    • Ensure all marketing materials and collateral are consistent with overall communications messaging
    • Maintain the Foundation’s presentation slides, collateral, and disease-specific case statements
    • Update/edit website
    • Maintain media electronic “scrapbook” – track and log media coverage
  • Fundraising Support
    • Draft grant proposals/applications and required reporting
    • Monitor and maintain charity rating websites
    • Work with Scientific team to track projects in the pipeline to target for co-funding opportunities. Maintain database that identifies key organizations and contacts that are prospects for co-funding or advocacy organization opportunities.
    • Support development team in planning and execution of special events

Send cover letter and resume in PDF format to

Skills Required

Minimum Qualifications

  • Bachelor’s Degree
  • 10 years of administrative experience and/or marketing communications
  • Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and database management systems

Preferred Qualifications

  • Marketing experience with a science/health focus desirable
  • Work experience in a health organization or non-profit
  • Layout and graphic design software
  • SalesForce contact management system for nonprofits

Skills and Abilities

  • Enthusiastic team player
  • Strong verbal and written communications skills; ability to write formal proposal and business letters
  • Professional presentation and conduct; ability to work with high profile/high net worth individuals
  • Proven project management skills
  • Ability to work independently and take initiative
  • Organized with attention to detail
  • Ability to multi-task and prioritize competing responsibilities
  • Composed during sudden high priority demands; Responsive to changing priorities
  • Available 24/7 at occasional critical times
  • Highly responsible for sensitive and confidential information