Executive Assistant, Department of Athletics

FEATURED

The University of Virginia is a highly competitive Division I program committed to academic and athletic excellence. The Department of Athletics at the University of Virginia is currently seeking an Executive Assistant to support the Deputy Athletic Director, Revenue Generation, and several senior level fundraisers.

In this role, you will play a critical part in ensuring the smooth operation of fundraising activities, meeting all guidelines set by the University of Virginia, the ACC, and the NCAA, managing administrative tasks, and enabling our senior fundraisers to focus on building relationships and securing donations. Your attention to detail, excellent organizational skills, and ability to multitask will be instrumental to our success.

Responsibilities include:

• Organize the office and make day-to-day administrative and operational decisions.
• Establish and maintain office and recordkeeping systems and procedures.
• Coordinate and manage the calendars of senior fundraisers, scheduling meetings, donor visits, and fundraising events.
• Manage incoming and outgoing communications, prioritizing urgent matters.
• Handle all assigned communication and correspondence including sensitive and confidential matters.
• Maintain an accurate and up-to-date donor database, recording donor interactions, contributions, and important notes. 
• Generate reports and donor profiles as needed to support fundraising efforts.
• Coordinate travel arrangements and itineraries.
• Assist in the planning and execution of fundraising events. Provide on-site support during events as required.
• Assist in tracking fundraising expenses and budgets, processing reimbursement requests, and maintaining financial records.
• Conduct research on potential donors and prospects.

The University of Virginia is a highly competitive Division I program committed to academic and athletic excellence. The Department of Athletics at the University of Virginia is currently seeking an Executive Assistant to support the Deputy Athletic Director, Revenue Generation, and several senior level fundraisers.

In this role, you will play a critical part in ensuring the smooth operation of fundraising activities, meeting all guidelines set by the University of Virginia, the ACC, and the NCAA, managing administrative tasks, and enabling our senior fundraisers to focus on building relationships and securing donations. Your attention to detail, excellent organizational skills, and ability to multitask will be instrumental to our success.

Responsibilities include:

• Organize the office and make day-to-day administrative and operational decisions.
• Establish and maintain office and recordkeeping systems and procedures.
• Coordinate and manage the calendars of senior fundraisers, scheduling meetings, donor visits, and fundraising events.
• Manage incoming and outgoing communications, prioritizing urgent matters.
• Handle all assigned communication and correspondence including sensitive and confidential matters.
• Maintain an accurate and up-to-date donor database, recording donor interactions, contributions, and important notes. 
• Generate reports and donor profiles as needed to support fundraising efforts.
• Coordinate travel arrangements and itineraries.
• Assist in the planning and execution of fundraising events. Provide on-site support during events as required.
• Assist in tracking fundraising expenses and budgets, processing reimbursement requests, and maintaining financial records.
• Conduct research on potential donors and prospects.
• In collaboration with department staff, develop and implement the fundraising strategy. based on existing goals and current fundraising deck.
• Coordinate and collaborate with university departments and athletics staff.
• Manage pre-meeting activity, including pitch presentations and proposals.
• Plan meetings and events.  Coordinate arrangements with internal and/or external vendors.
• Handle sensitive and confidential information with utmost discretion.
• Interact with other university officers on behalf of the department to facilitate communications and critical information exchange.
• Communicate and collaborate effectively with internal and external stakeholders.
• Perform additional duties and tasks as directed by departmental leadership.

Knowledge/Skills/Abilities:

• Basic knowledge of fundraising principles and strategies, including donor cultivation and stewardship.
• Experience creating and developing presentations and materials.
• Capacity to handle sensitive information and maintain confidentiality.
• Ability to work both independently and as part of a team to contribute to team objectives.
• Interact effectively with various levels of internal and external constituencies demonstrating understanding of protocol, political environment and implications while maintaining confidentiality.
• Expertise to meet deadlines; juggle multiple projects simultaneously and tolerate changing deadlines and interruptions.
• Familiarity with donor management software and databases.
• Strong written and verbal communication skills.
• Basic knowledge of event planning and logistics.
• Ability to conduct research.
• Exceptional organizational skills.
• Strong time-management skills.
• High level of attention to detail.
• Proficiency in using office software.
• Tech savvy.

Minimum Requirements

Education: High School Diploma or equivalent required.

Experience: 1+ year of relevant experience required.

Licensure: None.

Preferred Qualifications:

Education: Associate's degree or higher.

Experience:

• Prior experience in administrative support roles, preferably in higher education, collegiate athletics environment, nonprofit or fundraising environment.
• Prior experience within the University of Virginia (former student, student-athlete, or employee).
• Familiarity with NCAA/ACC rules and regulations.
• Internal UVA systems such as Chrome River, Workday, and DocuSign.

Application Process:

Please do not submit any application materials to the Athletics Department as only applications received through the UVAjob board will be considered. Search for 'R0078030' to apply. Internal applicants must apply through their UVA Workday profile by searching ‘Jobs Hub.’ Complete an application online with the following documents:

• CV /resume

• Cover letter 

• Contact information for three references.  

Applications that do not contain all required documents will not receive full consideration. For questions about the application process, please contact Michele Jarman, Academic Recruiter. The selected applicant will pass a background check. This position will not sponsor applicants for work visas now or in the future. The preferred deadline for applications is November 14, 2025.

About the Position:

This is a full time, benefited position with UVa benefits. Employees benefits package highlights include:

• Moving and relocation assistance

• 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off

• Parental and Community Service Leave

• Health plan with options to meet healthcare and financial needs available immediately

• Retirement benefits

• Tuition and professional development benefits after six months

• Employee wellness program featuring activities to earn up to $500/year.

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.

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

Apply Now