Special Assistant Operations, External Relations

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.

• 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.

• 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

The ideal candidate will be an experienced executive assistant or senior administrative professional with a proven track record of supporting senior leadership. They will…