Executive Assistant, Operations & External Relations

University of Virginia; Charlottesville (VA); Hybrid; USD 68,000 - 75,000; Full time

Job summary

University of Virginia External Relations is seeking a highly qualified Special Assistant for Operations to keep the Senior Associate Vice President's office and the Operations Leadership Team operating efficiently. The role blends executive-level administration with hands-on project and team coordination, supporting a high-trust leadership environment in a hybrid workplace near Charlottesville, VA.

The Special Assistant will manage calendars, draft communications, coach junior staff, and lead

Qualifications

• Bachelor's Degree or combination of education and related experience in lieu of a degree required.
• 4+ years of relevant experience required.
• 5+ years of administrative support experience, preferably in higher education, nonprofit, or complex organizational settings.
• Proficiency with Microsoft Office Suite, project management tools, and Salesforce CRM/database systems (experience with advancement or fundraising systems a plus).
• Demonstrated ability to build trust, maintain confidentiality, and work collaboratively with a wide range of stakeholders.

Responsibilities

• Manage complex, shifting calendars for the SAVP and Chief Employee Engagement Officer, proactively resolving conflicts and prioritizing based on organizational impact.
• Prepare polished communications, briefing materials, and presentations for internal and external audiences.
• Draft, edit, and proofread correspondence on behalf of leadership.
• Coordinate travel logistics and expense management as needed.
• Serve as a trusted point of contact for leadership, exercising sound judgment and discretion with sensitive information.
• Administer the in-house temp program that provides administrative support across projects and staffing gaps.
• Manage, train, and develop two Advancement Associates, building their skills in professional support practices and internal systems.
• Intake and triage assistance requests, matching associates to the right project based on scope, urgency, and skill fit; establish service standards and coach accordingly.
• Track program utilization and outcomes, and recommend improvements as demand evolves.
• Partner with the Chief Employee Engagement Officer to manage the annual Operations work plan, tracking progress against goals across the Operations Leadership Team.
• Maintain visibility into deadlines, dependencies, and deliverables; flag risks before they become problems.
• Plan and coordinate Operations Team meetings, offsites, and retreats — logistics, materials, and follow-through on action items.
• Support project management for cross-functional initiatives, from kickoff through completion.
• Coordinate committee and working group meetings — logistics, materials, and follow-through on action items.
• Track logistics, timelines, and task statuses to keep the programs on schedule.
• Capture and distribute meeting notes, decisions, and next steps.

Skills

Executive support

Project coordination

Calendar management

Written communications

Discretion/confidentiality

Stakeholder engagement

Education

Bachelor's degree

Tools

Microsoft Office

Salesforce CRM

Job description

University of Virginia External Relations is seeking a highly qualified Special Assistant for Operations to keep the Senior Associate Vice President's office and the Operations Leadership Team operating efficiently. The role blends executive-level administration with hands-on project and team coordination, supporting a high-trust leadership environment in a hybrid workplace near Charlottesville, VA.

The Special Assistant will manage calendars, draft communications, coach junior staff, and lead