Administrative Support Specialist

4 weeks ago

Burke, United States George Mason University Full time

About the Role:

The Administrative Specialist will provide high-level administrative support to the AVP of Alumni Relations and the Alumni Relations team. This includes managing complex calendars, coordinating appointments, and preparing meeting materials.

Key Responsibilities:

  • Manage multiple calendars and prioritize tasks in alignment with AVP goals and strategies
  • Prepare team for upcoming engagements by organizing daily agendas and follow-up items
  • Coordinate appointments and meetings with alumni, direct reports, donors, trustees, faculty, and others
  • Arrange meetings, coordinate space, equipment, catering, and room setup as needed
  • Attend meetings to collect meeting notes and provide administrative support
  • Proactively initiate outreach and prepare meeting materials and prep documents
  • Coordinate event registration and travel details, including flights, trains, hotels, registration, and car rentals
  • Process expense reports and reimbursements, and maintain gift inventory
  • Prepare correspondence, reports, forms, and other documents as needed
  • Support the Alumni Relations team with project management and tracking of initiatives

Requirements:

  • Significant experience with executive calendar management and writing general correspondence
  • Ability to manage a senior executive's calendar and coordinate with others as needed
  • Excellent writing and communication skills, with ability to work in a high-volume, fast-paced office
  • Expert level Microsoft Outlook/Calendar skills and solid computer skills, including Microsoft Office Suite
  • Ability to work within multiple internal databases and maintain consistent organization
  • Ability to be resourceful and research independently to find solutions to problems

About George Mason University:

George Mason University is a comprehensive public research university located in Fairfax, Virginia. The university is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning.

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