Executive Operations & Leadership Support Specialist

The Rector & Visitors of the University of Virginia; Charlottesville (VA); Hybrid; USD 68,000 - 75,000; Full time

Job summary

The Rector & Visitors of the University of Virginia's External Relations is seeking a Special Assistant for Operations to support the Senior Associate Vice President and the Operations Leadership Team. This high-trust role anticipates needs, manages calendars, coordinates travel, and protects leadership time for strategic work.

The successful candidate will supervise the in-house temporary administrative assistance program, coach two Advancement Associates, and help track the Operations work

Qualifications

• Bachelor's Degree or equivalent combination of education and related experience.
• 4+ years of relevant experience in executive support or senior administrative roles.
• Experience in higher education or nonprofit settings preferred.
• Strong discretion with confidential information.

Responsibilities

• Manage complex 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
• Administer the in-house temp program that provides administrative support across projects and staffing gaps
• 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
• Capture and distribute meeting notes, decisions, and next steps

Skills

Strong organizational skills

Excellent written communication

Discretion and confidentiality

Stakeholder collaboration

Education

Bachelor's Degree or equivalent

Tools

Microsoft Office Suite

Project management tools

Salesforce CRM

Job description

The Rector & Visitors of the University of Virginia's External Relations is seeking a Special Assistant for Operations to support the Senior Associate Vice President and the Operations Leadership Team. This high-trust role anticipates needs, manages calendars, coordinates travel, and protects leadership time for strategic work.

The successful candidate will supervise the in-house temporary administrative assistance program, coach two Advancement Associates, and help track the Operations work