Special Projects Coordinator (Full-Time)

Thomas Jefferson Foundation, Inc., the non-profit that owns and operates Monticello, the historic home of Thomas Jefferson, is seeking a resourceful, detail-oriented, high-performing self-starter to serve as Special Projects Coordinator to the President and Executive Vice President (EVP).  Located in our active and high-volume executive office, this position is an excellent opportunity for an organized, collaborative individual who is interested in building a career at a World Heritage Site through work with the senior leaders at the Thomas Jefferson Foundation.

The Special Projects Coordinator serves as the gatekeeper for the President, Trustees, and other executive staff and assumes management of the President’s Office Administrative Assistant, mailroom manager, interns, and other support staff in the office.  The executive support team performs a wide range of advanced project work for the President, EVP, and other executive staff.  In addition to overseeing special projects, key responsibilities include effective and efficient management of the President’s office:  providing meeting briefings and research, initiating correspondence, presentations, and memos for the President, and coordinating logistics for events/engagements.  This position provides oversight of a broad range of strategic initiatives on behalf of the President, including monitoring staff, budget and timelines.  

Job Responsibilities

  1. Represents President, Trustees and executive staff to internal and external constituencies. 
  2. Ensures optimum use of President’s and Executive Vice President’s time and effective operations of the President’s office. 
  3. Prepares and manages the budgets for the President’s Office and Board of Trustees.
  4. Supervises the President’s Office administrative assistant, the mailroom manager, interns, and other support staff in the office. 
  5. Oversees special executive-level projects and independently executes special strategic projects, research, and assignments. Participates in Foundation-wide projects related to the Executive Office.
  6. Coordinates logistics for internal and external meetings and speaking engagements on behalf of the President.
  7. Drafts and initiates correspondence, announcements, research, materials and briefings for speaking engagements, meetings, events and trips.
  8. Attends and participates in internal and external meetings with the President as needed.
  9. Provides executive-level “problem solving” support for President and EVP. Assesses the urgency and importance of situations and takes the appropriate action to determine the necessary level of President and/or EVP involvement.
  10. Collaborates with and provides assistance to the Leadership Team on an as-needed basis.  Supports the President in holding the Leadership Team members accountable to timelines and commitments.


Knowledge, Skills, and Abilities Required 

  1. Professional demeanor consistent with the high standards of a UNESCO World Heritage Site and its leadership.
  2. High energy and flexibility to manage diverse responsibilities and multiple tasks in a fast-paced environment. Demonstrated experience anticipating the needs of executive level staff and ensuring priorities and logistics are met.
  3. High degree of organization, attention to detail, and ability to multi-task.
  4. Sound judgment, maturity, and the ability to handle sensitive information with discretion and poise.
  5. Excellent writing skills:  the ability to draft and edit high quality written materials and correspondence.
  6. Exceptional verbal communication skills: the ability to exercise a high degree of diplomacy, collaboration and problem solving.
  7. Excellent interpersonal skills:  the ability to interact with diverse internal and external constituents, including international parties.
  8. Project management:  leadership and teamwork skills.
  9. High level computer skills:  keyboarding, Outlook, Power Point, Word, Excel.

Work Considerations

  1. Must be flexible with work schedule.  Occasional weekends, after-hours events, and holidays are required.

Education Requirements

  1. Four-year college degree

Preference will be given to those candidates who demonstrate familiarity with the needs of a CEO and Board of Trustees, and who have work experience supporting multiple executive staff members, and interacting with key stakeholders. Successful candidates will possess excellent written communication and presentation skills and strong editorial ability.  Solid Microsoft Outlook, Excel, Word, and PowerPoint skills are required and final candidates will be skills-tested.  Bachelor’s degree and 3-5 years of experience in project management and executive support are required. Applicants for this position must submit a cover letter, resume, and salary requirements to[email protected].    Those interested in the position are highly encouraged to visit www.monticello.org to learn more about Monticello. Thomas Jefferson Foundation, Inc. is an equal opportunity employer.


A complete job description can be found here.

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