Special Assistant for Operations, External Relations
About The Position
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. 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.
Requirements
- Bachelor's Degree or combination of education and related experience in lieu of a degree required.
- 4+ years of relevant experience required.
- Exceptional organizational skills
- Sound judgment
- Ability to effectively manage competing priorities while maintaining a high level of discretion with confidential and sensitive information
- Strong written communication skills and the ability to prepare polished, executive-ready materials with minimal editing
- Experience managing, mentoring, and developing junior staff
- Proactive, service-oriented approach
- Strong attention to detail
- Willingness to contribute wherever needed
Nice To Haves
- 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.
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 (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
- 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
Benefits
- Benefited position
- Learn more about UVA benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
