Executive Assistant

Department: Intercollegiate Athletics

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: On Site Required

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

Educate: Prioritize academic achievement and recruit student-athletes who can be successful academically, strengthen Intercollegiate Athletics (ICAs) commitment to diversity and inclusion, and provide consistent education for coaches and sport administrators.

Compete: Position teams to consistently compete for conference success and recruit student-athletes who possess the ability to excel athletically from a conference and national perspective.

Engage: Prioritize the experience and personal well-being of student-athletes, develop and renovate athletics facilities in accordance with University and ICA objectives and priorities, generate resources necessary to support the student-athlete experience, competitiveness, and infrastructure, and foster and inspire partnerships within the department, University, the surrounding community, and the corporate community.

About the Position:

The Executive Assistant provides senior-level administrative support to the Vice President and Director of Intercollegiate Athletics. This includes managing calendars, coordinating travel, drafting correspondence, and providing committee support. Provides customer service in sensitive situations using creativity and problem-solving skills. Acts as a confidential assistant to the Vice President in personnel matters, maintaining the highest degree of discretion and objectivity.

Responsibilities:

Executive Support:

• Organizes the office and makes day-to-day administrative and operational decisions;
• Establishes and maintains office and recordkeeping systems and procedures;
• Coordinates and manages the calendar for the Assistant Vice President and Director of Athletics by scheduling meetings, donor visits, and fundraising events;
• Manages incoming and outgoing communications, prioritizing urgent matters;
• Handles all assigned communication and correspondence including sensitive and confidential matters; handles sensitive and confidential information with utmost discretion;
• Assists in coordination of the VP's travel arrangements, itineraries, and reimbursements;
• Interacts with other university officers on behalf of the department to facilitate communications and critical information exchange; and
• Communicates and collaborates effectively with internal and external stakeholders. 

Event Coordination and Special Projects:

• Manages, schedules, publicizes, and evaluates various events that the Vice President hosts regularly;
• Plans, promotes, coordinates with other departments, and monitors special events;
• Responsibilities on the Patriot Club Advisory Board (PCAB) and other boards or committees to include preparing agendas, meeting materials, and distribution of minutes as needed;
• Events include workshops to engage coaches, staff, faculty, and students; planning meetings on initiatives, providing status updates on projects, open forums with coaches, staff, and students, and annual senior team retreat(s); and
• Plans, promotes, coordinates with other departments, and monitors special events and initiatives including, but not limited to, staff engagement, conferences and speaking engagements, and staff retreats and town halls, etc. 

Reliability and Responsibility:

• Demonstrates respect for the University and its employees, students, faculty, and staff;
• Understands the importance of university events and calendars in order to facilitate programs and customer service best; serves as an ambassador for George Mason University to both internal and external audiences;
• Serves on search or other related committees as needed; and
• Assists and supports other office areas to ensure operational coverage. 

Performs other related duties as assigned by Assistant VP and Director of Athletics. 

Required Qualifications:

• Bachelor’s degree in related field, or combination of education and experience equivalent to a bachelor's degree;
• Experience in a fast-paced executive office;
• Strong customer service experience;
• Skill in effective communication, including interpersonal, written, and verbal;
• Demonstrated, detail-oriented clerical skills;
• Skill in operating applicable office equipment and software;
• Ability to use the internet and library resources for research and references;
• Ability to work effectively both collaboratively as part of a team and independently; ability to build and maintain collaborative working relationships;
• Ability to effectively prioritize work, multi-task, and meet deadlines; and
• Outstanding customer service orientation.

Preferred Qualifications:

• Master’s degree in related field, or combination of education and experience equivalent to a master's degree.

Instructions to Applicants: 

For full consideration, applicants must apply for the Executive Assistant at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a resume.

Posting Open Date:  February 29, 2024

For Full Consideration, Apply by:  March 14, 2024

Open Until Filled?:  Yes