Executive Assistant

7 months ago

Fairfax, United States Commonwealth of Virginia Full time

Department: University Libraries

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 for up to 2 days of telework

Pay Band:  04

Salary:  Salary commensurate with education and experience, no less than $63,000

Criminal Background Check: Yes

Financial Background Check: Yes

About the Department:

The University Libraries form an intellectual nexus for George Mason University. The Libraries foster innovation, creativity, and imagination by facilitating access to scholarship and information, providing expert consultation in the research process, and actively teaching the effective and critical use of information. The Libraries also fulfill a critical role in the creation, dissemination, and preservation of knowledge. The Office of the Dean of Libraries provides executive level administration of the University Libraries. The Libraries' development program supports the University's strategic goals and plan by building strong, lifelong relationships with George Mason University's donors and constituents, while matching their philanthropic interests with the Libraries' aspirations and priorities. We are committed to advancing diversity, equity, and inclusion in our workplace, as well as in the systems and services we build, as an inclusive excellence imperative.

About the Position:

The Executive Assistant provides a broad range of administrative and executive-level support to the Dean of Libraries with a high level of discretion and confidentiality. The position writes and edits strategic communications; manages confidential information and sensitive administrative processes; undertakes impactful projects; and liaises with university administrative and academic offices, as well as with external organizations, with a high degree of responsibility. A core responsibility is associated with development for the University Libraries as well as close coordination with the Director of Development to perform these duties. The Executive Assistant participates in committees and/or workgroups as required to share knowledge, develop best practices, and advance the work of the Libraries. This position is expected to work occasional evening and weekend hours for events.

Responsibilities:

Executive Support:

Provides executive-level administrative and analytical support to the Dean of Libraries in a variety of complex, ongoing activities and special projects and events spanning programs, services, and public relations and outreach initiatives of the George Mason University Libraries; Serves as point of contact for the Dean of Libraries both internally (Libraries and university schools/colleges and administrative offices) and externally (individuals and organizations off-campus); Coordinates and manages multiple projects ensuring effective outcomes and providing for prioritization of assignments and fluctuating deadlines; Communicates effectively with all levels of administrative personnel, faculty, students, alumni, donors, and external constituents, both verbally and in writing with clarity, substance, and nuance; Drafts correspondence and documents using excellent writing composition skills; Attends meetings as requested to record outcomes and minutes; and Anticipates, organizes, writes, and distributes formal and informal communications from the Office of the Dean of Libraries. 

Development Activities:

With dotted line reporting to the Director of Development, provides robust support of the Libraries' development program, including preparing donor acknowledgement and endowment letters; gift processing; managing and reviewing donor records, reports, and files, as well as running confidential donor reports and mailing lists; Maintains and updates donor activities in the donor database; coordinates aspects of the student assistant scholarship and research award programs; Prepares materials for the University Libraries Advisory Board and donors; Works closely with the Director of Development, Events and Spaces Coordinator, and Communications and Marketing Coordinator to support events related to the development program; and Coordinates the production of invitations, rsvp’s of guest lists, and communications with attendees prior to and following relevant events.

Faculty Governance Support:

Liaises and coordinates with the Libraries’ Administration unit for the Libraries’ Administrative and Professional Faculty hiring and separation processes as well as the annual reappointment and promotion in rank processes for Library Faculty; Ensures that pertinent forms and documents requiring the Dean’s authorization and signature are in order and conforming to university policies; and Attends to related actions, correspondence, and announcements, and maintains organized files thereof. 

Special Projects and Research:

Applies knowledge of programs, operations, and administrative policies and procedures to manage special projects on behalf of the Dean of Libraries and provides continual oversight, coordination and execution to ongoing activities and projects; Researches and provides assistance with writing of professional materials relating to various library program and service areas across functional and service areas of the Libraries; and Coordinates and supports the Fenwick Fellow, Distinguished Faculty Award, and Staff Excellence Award programs. 

Schedule Management:

Coordinates and arranges as designated, the Dean of Libraries' schedule, including: calendar, meetings, travel, events, meetings, and functions; Monitors, initiates, arranges, rearranges, coordinates, and communicates the Dean/University Librarian’s schedule; and Arranges for location scheduling and food for meetings; makes travel arrangements. 

Documents Management:

Provides oversight for updating and maintenance of organizational and policy documents and administrative files including classification of materials and development/maintenance of an effective control and retrieval system; and Creates, maintains and organizes office files, shared drives, and databases, including administrative personnel files, organizational charts, staff lists, and policy documents. 

Other duties as assigned. 

Required Qualifications:

High school diploma or equivalent; Considerable experience managing schedules and meetings and event coordination; Experience conducting online research and compiling data; Experience preparing and/or editing documents, memos, and correspondence; Experience with meeting preparation and drafting minutes; Experience creating spreadsheets, managing databases, and preparing presentations; Knowledge and proven ability to organize, prioritize, and manage the multiple functions and tasks associated with professional work and executive office activity; Demonstrated knowledge of Microsoft Office (Word, Excel, PowerPoint) applications, other office automation software, and related information technology skills; Excellent communication skills; incumbent must be tactful and friendly, be able to handle sensitive materials and situations, and maintain confidentiality and discretion; Demonstrated excellent writing and research skills; Ability to use independent judgment to analyze issues and problems and propose solutions; Attention to detail and follow-through; and Flexibility to work occasional evening and weekend hours.

Preferred Qualifications:

Bachelor’s degree in related field; Experience supporting leaders in the higher education environment; Knowledge of library online systems, technical tools, and processes; and Familiarity with academic research library organizations.

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: May 10, 2024

For Full Consideration, Apply by: May 27, 2024

Open Until Filled?: Yes

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