Special Assistant for Operations, External Relations

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

External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Special Assistant for Operations. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

Position Summary

The Special Assistant is a high-trust, high-visibility role that keeps the Senior Associate Vice President's office and the Operations Leadership Team operating efficiently and effectively. This person operates as an executive partner anticipating needs, managing complexity, and protecting the time and focus of senior leaders so they can concentrate on strategy, not logistics.

Reporting to the Chief Employee Engagement Officer, the Special Assistant also leads a small internal support function: our in-house temporary administrative assistance program, currently staffed by two Advancement Associates. In this dual capacity, the Special Assistant is both an executive-level administrator and a working manager - someone who can run the SAVP's calendar in the morning and coach an associate through a complex stakeholder request in the afternoon.

Overarching Goals

• Multiply leadership capacity. Remove administrative friction from the SAVP's and Operations Leadership Team's day-to-day so their time is spent on high-value work.
• Build a strong and trusted support resource. Grow the in-house temp program into a reliable, well-trained resource that Advancement leaders trust for coverage and project support.
• Keep Operations on track. Serve as the central coordinator for the annual Operations work plan- surfacing status, flagging risk, and driving goals to completion.
• Strengthen how the team communicates and connects. Ensure meetings, retreats, and asynchronous updates are intentional, coordinated, and effective.

Key Responsibilities

Executive Support

• 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

Temporary Administrative Assistance Program

• 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 (or stepping in personally) to the right project based on scope, urgency, and skill fit
• Establish service standards of excellence for support delivery and coach associates toward them
• Track program utilization and outcomes, and recommend improvements as demand evolves

Operations Work Plan Support

• 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

Employee Engagement Project Support

• 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

The ideal candidate will be an experienced executive assistant or senior administrative professional with a proven track record of supporting senior leadership. They will demonstrate exceptional organizational skills, sound judgment, and the ability to effectively manage competing priorities while maintaining a high level of discretion with confidential and sensitive information. The successful candidate will possess strong written communication skills and the ability to prepare polished, executive-ready materials with minimal editing. They will also have experience managing, mentoring, and developing junior staff. A proactive, service-oriented approach, strong attention to detail, and a willingness to contribute wherever needed will be essential to success in this role.

Minimum Qualifications

• Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.
• Experience: 4+ years of relevant experience required.

Preferred Qualifications

• 5+ years of administrative support experience, preferably in higher education, nonprofit, or complex organizational settings.
• High level of initiative, judgment, and problem-solving ability.
• 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.

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

$68,000 - $75,000, commensurate with education and experience.

Position Type & Work Location

• This is an exempt-level, benefited position. Learn more about UVA benefits.
• This is a restricted position, which is dependent on funding and is contingent upon funding availability.
• UVA External Relations offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and be able to work collaboratively with others using a variety of technologies and tools. This hybrid position can be worked remotely, although frequent in-person work in our shared office space is required. The successful candidate will live within driving distance of Charlottesville, Virginia.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application review

will begin after September 21, 2026.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

For additional information about the position, please contact Ann Walker, Senior Associate Director of Staff Success, at [e-mail]@virginia.edu.

For questions about the application process, please contact Karon Harrington, [e-mail].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.