External Relations Assistant

Thomas Jefferson Foundation; Charlottesville (VA); On-site; USD 52,700 - 60,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k) with 6% match

Life insurance

Employee Assistance Program

Fitness club membership discount

Discounts at Monticello Café and shop

Referral bonus

Job summary

The Thomas Jefferson Foundation in Charlottesville, Virginia, seeks an External Relations Assistant (full-time) to provide administrative support to the VP of External Relations and the Events Department, while coordinating Monticello programs and VIP interactions.

Responsibilities include managing calendars and travel, handling invoices, and supporting large foundation-wide events; requires a four-year degree and strong organizational and communication skills.

Qualifications

• Four-year college degree preferred.
• Professional demeanor aligned with UNESCO World Heritage Site.
• High energy, flexibility, and the ability to manage diverse responsibilities.
• Excellent organizational, writing, verbal, and interpersonal skills.
• Project management and teamwork abilities.
• Proficiency with Outlook, PowerPoint, Word, and Excel.

Responsibilities

• Administrative support to the VP of External Relations: calendar, travel, briefings, and communications.
• Administrative support to the Events Department: contracts, invoices, scheduling, and file maintenance.
• External Relations projects, events, and programs: planning Monticello programs, coordinating timelines, guest communications, and invitations.
• Liaison with IT for office functionality and systems.

Skills

Project management

Time management

Organizational skills

Written communication

Verbal communication

Interpersonal skills

Teamwork

Professional demeanor

Outlook

PowerPoint

Word

Excel

Bachelor's degree

Education

Bachelor's degree

Tools

Outlook

PowerPoint

Word

Excel

Job description

About The Thomas Jefferson Foundation

The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored at Monticello. Monticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.

External Relations Assistant (Full‑time)

Purpose

Provide administrative and project support for the Vice President of External Relations and their entire vertical—events, marketing, community engagement, and digital departments—while also supporting the Events Department specifically. The role includes managing the VP’s calendar, travel, office communications, department budgets, invoices, event programs, and VIP interactions; and handling long‑term, high‑level projects.

Compensation

$52,700 — $60,000

Responsibilities

• Administrative support to the VP of External Relations:
  • Time management and calendar upkeep, including briefings, contacts, and links.
  • Prioritization and delegation of incoming email/mail, ensuring timely responses.
  • Office file organization and travel arrangements.
  • Preparation of logistics, presentations, and briefing materials.
  • Representation at selected meetings.
  • Oversight of materials for board and committee meetings.
  • Support for executive‑level projects, research, budgeting, and assignments.
  • Problem‑solving and collaboration with LT members as needed.
  • Liaison with IT for office functionality.
• Administrative support to the Events Department:
  • Prepare updates and briefing documents.
  • Contract and invoice management.
  • Scheduling and file maintenance.
  • Record‑keeping and accounting procedures.
  • Policy and procedure updates.
  • Vendor management and insurance documentation.
  • Phone and email support.
  • Event venue booking and system maintenance.
• External Relations project, event, and program assistance:
  • Assist in planning Monticello public programs and events.
  • Coordinate timelines, print collateral, guest communications, and invitations.
  • Conduct surveys pre‑ and post‑event.
  • Assist with speaker booking and travel.
  • Support large Foundation‑wide visits and onsite event assistance.

Requirements

• Four‑year college degree preferred.
• Professional demeanor aligned with a UNESCO World Heritage Site.
• High energy, flexibility, and the ability to manage diverse responsibilities.
• Excellent organizational, writing, verbal, and interpersonal skills.
• Project management and teamwork abilities.
• Proficiency with Outlook, PowerPoint, Word, and Excel.

Physical Demands and Work Considerations

Flexible schedule: occasional weekends, after‑hours events, and holidays required.

Benefits

• Medical, dental, vision, and 401(k) plan with 6% match.
• Life insurance.
• Employee Assistance Program (EAP) for employee and dependents.
• Fitness club membership discount.
• Discounts at Monticello Café, gift shop, and online catalog.
• $500 employee referral bonus.

If you believe this opportunity is the right fit for you, we encourage you to apply!