Advance Associate

Commonwealth of VA Careers; Richmond (VA); On-site; USD 55,000 - 65,000; Full time

Job summary

Commonwealth of VA Careers in the Governor's Office is seeking an Advance Associate to support the Director of Advance in planning, coordination, and execution of events, engagement days, meetings, and official travel involving the Governor and Cabinet.

The role requires 1–3 years in event coordination or related government operations, a Bachelor's degree, strong organizational and communication skills, and willingness to travel frequently, including evenings and weekends.

Qualifications

• Bachelor's degree or equivalent combination of education and experience in public administration, communications, political science, or related field.
• 1–3 years of professional experience in event coordination, logistics, or government operations.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Strong organizational, detail-oriented, and communication skills.
• Ability to travel frequently and work outside standard hours, including evenings and weekends.
• Proven discretion and sound judgment for governmental roles.

Responsibilities

• Assist with coordination and execution of advance operations including site logistics, scheduling, and event prep.
• Support planning and implementation of engagement days with multiple internal teams.
• Conduct preliminary site assessments and collect logistical information for planning.
• Coordinate with stakeholders, event hosts, staff, partners, and local officials.
• Prepare briefing materials, run-of-show documents, and event documentation.
• Provide on-site event support: setup, flow coordination, and troubleshooting.
• Arrange transportation and travel logistics; consider protocol and accessibility needs.
• Maintain records, track follow-ups, and participate in post-event evaluations.
• Develop and maintain procedure documents for the advance team.
• Support volunteers and additional staff during events.
• Ensure safety, security, and policy compliance throughout all phases.

Skills

Event coordination

Logistics planning

Stakeholder communication

Travel logistics

Education

Bachelor's degree in public administration, communications, political science, or related field

Job description

Title: Advance Associate

State Role Title:

Hiring Range: $55,000-$65,000

Pay Band: UG

Agency: Office of the Governor

Location: Governor's Office

Agency Website: https://www.governor.virginia.gov/

Recruitment Type: General Public - G

Position Overview

The Advance Associate is responsible for supporting the Director of Advance in the planning, coordination, and execution of events, engagement days, meetings, and official travel involving the Governor and Cabinet. The individual performs logistical, administrative, and operational tasks to ensure events are conducted in accordance with established procedures and organizational standards.

Job Duties

• Assist with the coordination and execution of advance operations for the Governor, including site logistics, scheduling, and event preparation.
• Support the planning and implementation of engagement days in collaboration with colleagues from strategic engagement, local government engagement, communications, policy, legislative affairs, and applicable secretariats.
• Conduct preliminary site assessments and collect logistical information to support event planning.
• Coordinate with internal and external stakeholders, including event hosts, staff, partner organizations, and local officials, as assigned.
• Assist in preparing briefing materials, operational packets, run-of-show documents, and other required event documentation.
• Provide on-site event support, including setup, staging, event flow coordination, troubleshooting, and communication with team members.
• Assist with transportation arrangements, travel logistics, protocol considerations, and accessibility requirements.
• Maintain accurate records, track follow-up items, and participate in post-event evaluations to identify improvements.
• Assist in developing and maintaining procedure documents outlining best practices and procedures within the advance team.
• Provide support to volunteers and additional staff assigned to advance operations.
• Ensure compliance with safety, security, and organizational policies throughout all phases of event planning and execution.
• Perform other duties as assigned to support the overall operations of the advance function.

Minimum Qualifications

• Bachelor's degree in public administration, communications, political science, or related field; or equivalent combination of education and experience.
• One to three years of professional experience in event coordination, logistics, government operations, or related areas.
• Demonstrated ability to manage multiple tasks, meet deadlines, and work effectively in fast-paced environments.
• Strong organizational skills, attention to detail, and communication abilities.
• Ability to work collaboratively with diverse internal and external partners.
• Ability to travel frequently and work outside standard business hours, including evenings and weekends.
• Demonstrated discretion, professionalism, and sound judgment.
• Valid driver’s license and ability to drive for official travel, including frequent in state travel to event locations.

Additional Considerations

Preferred Qualifications

• Prior advance experience in a political campaign or in state or federal government.
• Experience supporting senior leadership or working within government or public-sector environments.
• Familiarity with intergovernmental engagement, protocol operations, or stakeholder coordination.

Work Conditions

The position requires frequent travel, on-site event coordination, and regular work outside standard business hours. Duties may involve extended periods of standing, lifting materials, and work in dynamic or rapidly changing environments.

This job description is intended to outline the general nature and level of work performed in this position. It is not an exhaustive list of all duties, responsibilities, and qualifications required. Responsibilities may be modified based on organizational needs.

This is an At-Will position appointed by the Governor of Virginia. Selected candidate will need to successfully pass a criminal background check.

Contact Information

Name: [e-mail]

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.