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Executive Assistant

George Mason University
Fairfax, Virginia, United States
Salary Not Specified
Date posted
Apr 10, 2024

Job Details

Department: Advancement and Alumni Relations

Classification: Gen Admin Supv 1/Coord 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of Advancement and Alumni Relations division is a comprehensive development and alumni relations enterprise with a staff complement of approximately 135 FTE. Functional units within Advancement include development/fundraising, alumni relations, donor relations and stewardship, advancement communications, special events, gift processing, research, prospect management, gift planning, corporate and foundation relations, information systems and management, and infrastructure services.

Advancement and Alumni Relation’s mission is to build strong, lifelong relationships with George Mason University's alumni and constituents, while matching their philanthropic interests with the university’s aspirations and priorities. The division is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning. Respect, service, integrity, collaboration, diversity, transparency, and creativity are the values that guide our work and culture.

About the Position:

The Executive Assistant has primary responsibility to provide C-suite level administrative support to the Vice President for Advancement and Alumni Relations/President of the George Mason University Foundation Inc.

The Executive Assistant is responsible for conducting research, preparing agendas, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, answering and directing phone calls, distributing communications, arranging conference calls, making travel arrangements, preparing reimbursements, and scheduling meetings.

  • Serves as the Vice President’s Primary Schedular and Prepares Briefings According to Commitments:
    • Manages the VP’s complex calendar and time commitments and prioritizes in alignment with VP goals and strategies;
    • Prepares VP for upcoming engagements by organizing a daily agenda, follow-up and action items;
    • Briefs the VP regularly on inquiries and issues;
    • Coordinates appointments and meetings with direct reports, donors, trustees, faculty, and others both inside and outside the University community;
    • Confirms meeting times and participation daily;
    • Arranges meetings, coordinating space, equipment, catering, and room setup according to program/meeting requirements;
    • Attends meetings with the VP to collect meeting notes as needed;
    • Prepares meeting materials and documents for VP’s daily review;
    • Coordinates advancement related events, meetings and activities with the Office of the President, Provost, and Senior Vice President of Administration and Finance, and University Deans; prepares briefings and provides logistical support in the execution of these activities, works closely with those offices to coordinate joint activities and programs between those office and the Vice President's office; greets visitors to the Vice President’s office; and
    • Submits research requests to the systems team as needed and provides detailed, confidential information to VP and OTP in a timely manner.
  • Serves as the Vice President’s “Action Officer”:
    • Forwards correspondence to the correct office for action(s);
    • Screens all VP's incoming mail and takes action or redirects it to the appropriate university office for response;
    • Answers all phones for the Vice President: taking messages or fielding/answering all routine and non-routine questions, working and coordinating with Executive Assistants in Advancement to ensure phone coverage, serving as backup to Executive Assistants in Advancement to provide coverage;
    • Receives, reviews, and logs paperwork for VP's signature;
    • Coordinates, procures, and ensures appropriate delivery of the Vice President’s stewardship including notes, acknowledgement letters, flowers, and gifts;
    • Coordinates ongoing gifts for prospects and volunteer groups and leads/coordinates EOY VP gift initiatives;
    • Supports data analysis activities, contributes to data reports as directed, collects, compiles and distributes data and reports to the VP, senior staff, various university constituents and outside vendors as appropriate;
    • Exercises sound judgments about issues requiring engagement of the VP, while independently responding to senior leaders, donors, employees, and schools and units, or initiating administrative projects, where appropriate;
    • Conducts research on topics of both strategic and tactical importance, as directed by the Vice President or in support of Advancement, including collecting, analyzing, and reporting on data gathered across the Advancement, the university, or elsewhere via various data gathering means, including Internet searches, calls and correspondence with faculty and other professionals, using Advancement and University data bases and systems, and conducting surveys; research may require understanding of basic statistics; and
    • Serves as a steward of highly confidential information and acts as a trustworthy liaison between the Office of Advancement and internal and external stakeholders.
  • Coordinates travel arrangements and briefings:
    • Coordinates and arranges event registration and travel details, including flights, trains, hotels, registration, and car rentals;
    • Coordinates payment of flights with the operations team;
    • Completes and confirms conference registration and travel arrangements before travel; and
    • Prepares detailed briefing for conferences and regional tour travel detailing travel arrangements, speaking engagements, and conference schedules.
  • Perform a variety of clerical duties in support of the Vice President:
    • Files, prepares and processes reconciliations, expense reports and reimbursements;
    • Maintains gift inventory and prepares gifts as needed;
    • Athletic ticket management: corresponds with volunteers and issues electronic tickets and well mails parking and green room passes as needed.
    • Prepares outgoing mail, orders and maintains the Vice President’s office supply inventory; and
    • Prepares correspondence, reports, forms, power-point and presentation slide decks, and other documents in support or requested of the Advancement and the Vice President's activities or as directed by the Vice President.
  • Performs other related duties and special projects as assigned or directed:
    • Plans, promotes, coordinates, and monitors special events as directed by the VP;
    • Provides secretarial support to the Board of Visitors, Development Committee including outreach to committee members to secure prep meetings and confirm attendance; drafts meeting minutes following each committee meeting and serves as a back up to the Secretary pro-term in the event of their absence;
    • Owns special projects and ensures proper strategy, planning, coordination and execution to achieve desired outcomes; and
    • Maintains professional presence as first contact on behalf of the Vice President.
Required Qualifications:
  • Demonstrated experience with executive calendar management and coordination of planning and preparation logistics prior to scheduled meetings and events;
  • Demonstrated experience exercising attention to detail and accuracy in matters of proofreading, document processing, and relaying messages;
  • Experience handling confidential information;
  • Experience writing general correspondence;
  • Experience working with diverse groups of people, working under pressure, multitasking, and handing confidential matters;
  • Experience working in a high-volume, fast-paced office.
  • Demonstrated skill in verbal, written, and interpersonal communication;
  • Demonstrated proficiency in the use of computers with expert Level Microsoft Outlook Skills and advanced Microsoft Office Skills (Excel, Word, PowerPoint, etc.);
  • Outstanding customer service skills demonstrated by the ability to interact effectively with administrators, faculty, and staff as well as partners outside of the University;
  • Demonstrated critical thinking and problem-solving skills with the ability to make rapid, independent decisions regarding high priority requests; research independently the best solutions for problems when they arise;
  • Ability to work within multiple internal databases and maintain consistent organization;
  • Ability to handle sensitive and confidential matters with discretion and tact;
  • Ability to build and maintain collaborative working relationships;
  • Ability to perform duties under limited supervision; exercise substantial attention to detail in work being performed; multi-task, prioritize work, and meet deadlines; exercise effective time management with flexibility to adapt to the changing needs of Advancement’s administration; and
  • Ability to effectively manage a senior executive’s calendar, including coordinating with others as needed, issuing reminders, and prioritizing requests for the executive’s available time; take accurate, concise, and well-organized meeting minutes/summaries without the use of an audio recording device.
Preferred Qualifications:
  • Bachelor’s degree in related field;
  • Demonstrated experience providing executive administrative support;
  • Experience in higher education; experience working effectively with staff and external constituents at all levels of the university;
  • Experience with Affinaquest (Salesforce) or similar software;
  • Knowledge of various university policies including FOIA; and
  • Knowledge of basic data analysis.
Instructions to Applicants:

For full consideration, applicants must apply for Executive Assistant at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date: April 10, 2024

Posting Close Date: April 24, 2024

Open Until Filled?: No

Mason Ad Statement

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason’s diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at!

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Equity Statement

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

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George Mason is fueled by differences, but thrives in a shared dream: to change the world and create a better tomorrow. Our vision is your world, transformed.

As Virginia’s largest public research university, George Mason University provides a college experience like no other. George Mason offers more than 200 undergraduate and graduate degrees and numerous minors and certificate programs to customize your education and meet your career and personal goals. George Mason's six-year graduation rate exceeds the national average, with no disparity based on ethnicity or economic status.

Every day, George Mason's faculty, staff, students, and partners work to solve pressing problems, illuminate important issues, and shape decisions on policy. They are driven by the urge to break new ground and have a meaningful impact in the world. Maybe that is why U.S. News and World Report ranks George Mason No. 1 in Virginia and No. 9 nationally among public institutions for innovation. George Mason is among the top ten in research growth among U.S. public universities, according to the National Science Foundation. The organization FIRE ranks George Mason in the top 20 nationally among public institutions for welcoming and fostering free speech. George Mason values thinking, speaking, and acting in ways that break the mold and create progress.

The George Mason community extends beyond just the classroom, connecting with government, industry, and global opportunities. Through these connections, George Mason is able to make a larger impact on the economy and workforce by creating educational opportunities for professionals. Fuse, our 345,000 square foot development project in the innovation corridor of Arlington, will offer students, researchers, commercial partners, and technical vanguard an opportunity to take part in an immersive atmosphere of ideation and innovation. Mason Enterprise Center achieved $3.7 billion in economic impact in 2023 by providing training, counseling, and support for small businesses and entrepreneurs. The Mason Talent Exchange helps employers craft micro-credential programs to fill critical skill gaps.

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