Special Assistant for Operations, External Relations

UVA External Relations; Charlottesville (VA); Hybrid; USD 68,000 - 75,000; Full time

Job summary

UVA External Relations seeks a Special Assistant for Operations to support the Senior AVP and Operations Leadership Team with high‑visibility executive tasks. The role combines executive‑level administration with hands‑on staff coaching, calendar management, and complex stakeholder coordination.

The ideal candidate has 4+ years of experience in executive support, strong discretion, and excellent written communication.

Qualifications

• Bachelor's Degree or combination of education and related experience required.
• 4+ years of relevant experience required.
• Strong written communication skills and ability to prepare executive-ready materials.
• Experience mentoring junior staff and managing senior administrative projects.

Responsibilities

• Manage complex calendars for senior leaders and prepare polished communications.
• Administer in-house temporary administrative support program and develop two Advancement Associates.
• Assist with Operations work plan tracking, deadlines, dependencies, and meetings.
• Support cross-functional projects from kickoff to completion and capture next steps.

Skills

Executive support

Administrative experience

Microsoft Office Suite

Written communication

Discretion

Education

Bachelor's Degree or related experience

Tools

Salesforce CRM

Project management tools

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.

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.

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.

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.