Executive Assistant

2 weeks ago

Fairfax, United States George Mason University Full time

10001015
Fairfax, VA
Classified Staff
**Opening on**: Apr 10 2024
**Closing at**: Apr 24 2024 at 23:55 EDT

**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.

**Responsibilities**:
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 logístical 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 Presiden

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