Executive Assistant

Department:
Honors College

Classification:
Admin Office Specialist 3

Job Category:
Classified Staff

Job Type: Full-Time

Work Schedule:

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

Location:

Fairfax, VA

Workplace Type:
On Site Required

Sponsorship Eligibility:
Not eligible for visa sponsorship

Pay Band: 03

Salary:
Salary commensurate with education and experience

Criminal Background Check:
Yes

About the Department:

The Honors College provides challenge and support for George Mason University's most highly motivated undergraduates of every background and interest. In collaboration with every unit at the university, the Honors College facilitates student access to the most exceptional opportunities for academic achievement, professional development, and public service that the university and the region have to offer.

About the Position:

The George Mason University Honors College Executive Assistant is responsible for coordinating a broad range of activities and facilitating communication among members of the Honors College office faculty and staff. The Executive Assistant also facilitates communication between the Honors College office and other units on campus and with community members and partners. A primary responsibility is managing the Dean's calendar, as well as scheduling committees and boards of the Honors College.

Other administrative duties include serving as the Search Committee Coordinator and HR Liaison, managing the Foundation Account and providing Advancement support for the Dean.

Responsibilities:

Scheduling:

* Keeps the Dean's calendar up to date and stands ready to facilitate and communicate adjustments over the course of the day. The Dean needs to be regularly scheduled to meet with 6 direct reports and 2 shared reports (with Admissions & Advancement), as well as the Honors College committees, an advisory board, executive committee, and for student meetings. The Dean also meets with 18 indirect reports every semester.

Beyond the Honors College office, the Dean is regularly scheduled in meetings called by the President and Provost and regularly serves on or chairs university-level committees. The Executive Assistant also provides scheduling support for the Honors College staff/group and committee meetings. This requires the coordination of multiple calendars, as well as significant time in communicating with staff by sending emails and calendar invitations via Outlook with details about meetings, scheduling through Teams or Zoom, and/or reserving space.

Human Resources - HR Liaison and Search Committee Coordinator & Onboarding:

* Includes communicating with the Provost's Office Personnel team for classification and pay; communicating with search committees and Human Resources; posting jobs; scheduling phone, virtual, and on-campus interviews for candidates; setting up travel if needed; and reserving space and equipment for interviews. Submits hiring proposals once finalist's are selected, and informs candidates not selected. Onboards new hires with a name badge, door name plate, supply order, and grants access to the shared drive.

Advancement & Foundation:

* Schedules meetings with all external partners. In coordination with the Honors College Chief Development Officer, schedules, tracks, and follows-up on the Dean's meetings with alumni, donors, and community members. Assists staff members in the Office of the Assistant Vice President for Annual and Constituent Giving and Strategic Initiatives with reserving campus space via 25

Live, ordering food, and making restaurant reservations for advancement-related activities. Attends board meetings and assists the Director of Communications with the Dean's advancement-related online communication. For Foundation Accounts, submits vouchers for payment, reimbursements, awards, and scholarships. Communicates with reimbursees and awardees regarding paperwork, deadlines, etc. Tracks donations, updates the Dean's donor and correspondence spreadsheet, and prepares information/mailing labels for the Dean's handwritten thank you notes.

Serves as the back up Office Administrator and performs other related duties as assigned.

Required Qualifications:

* High school diploma or equivalent;

* Experience with office procedures and current technology, including MS Teams, MS Office, email, and web-based applications;

* Experience working independently, making independent judgment and prioritizing and managing multiple priorities;

* Extensive knowledge of office procedures and current technology, including MS Office, email, and web-based applications necessary to carry out the duties of the position;

* Demonstrated ability to work independently and with a team; and

* Excellent customer service, organizational, and communication skills.

Preferred Qualifications:

* Bachelor's degree in related field or equivalent combination of education and experience;

* Experience managing day-to-day priorities for someone with a complex schedule;

* Experience with complex calendar coordination across multiple stakeholders;

*…