Executive Admin Assistant

Department: Government and Community Relations

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: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Government and Community Relations unit is responsible for developing productive, mutually-beneficial relationships with business and citizen community groups as well as advancing the university's interests with federal, state, and local governments. The Office of Government and Community Relations is the primary contact for federal, state, and local government as well as individuals, business and community organizations that seek involvement with Mason.

About the Position:

The Executive Admin Assistant is responsible for providing operational and administrative support to the Office of Government and Community Relations (GCR). This includes ensuring smooth office operations; budget management to include expenditures and reconciliation of financial data; records management; scheduling meeting and calendar; office equipment inventory; personnel administration; monitoring and ensuring GCR staff complete mandatory training in compliance with HR/Fiscal policy and regulations; and to serving as an information manager and contact for important internal and external constituencies.

Responsibilities:

Provides operational and administrative support to the Office of Government and Community Relations

• Ensures smooth and efficient office operations by managing office resources and providing technical assistance;
• Maintains reliable calendars;
• Schedules and arranges all details for meetings (virtual and in-person) including:
  • Preparing agendas;
  • Compiling, transcribing, and distributimng meeting minutes;
  • Coordinating committee meeting schedules, memberships, and room arrangements; 
  • Coordinates and prepares travel itineraries and arrangements for the Vice President;
• Organizes and maintains files;
• Prepares correspondence;
• Compiles data and creates reports for the Vice President and team to include:
  • Quarterly impact report;
  • Monthly calendar report of chamber and municipality governance meeting;
  • Weekly engagement tracking;
  • Equipment inventory;
• Prepares and submits annual administrative assessment data as mandated in collaboration with the Executive Director of Operations and Community and Local Government Relations;
• Screens and responds to calls and email as appropriate; and
• Executes special projects such as preparing presentations, briefing materials, etc. as assigned. 

Fiscal Management

• Collaborates with the unit's Executive Director of Operations regarding budget development and management;
• Responsible for fiscal procedures to process and track expenditures;
• Oversees unit budget;
• Prepares and analyzes fiscal reports;
• Monitors and reconciles budget orgs;
• Resolves fiscal discrepancies;
• Prepares biennium budget requests;
• Manages office expenses;
• Reviews invoices and process payments; and
• Prepares and processes travel and business expense reimbursements. 

Information and communications management 

Serves as critical contact within Government and Community Relations unit for internal and external constituents. Roles include:

• Human Resources Liaison 
  • Communicates pertinent information to unit staff;
  • Processes salary paperwork and electronic approvals; 
  • Provides time sheet guidance and act as proxy for attendance records.

• IT Security Liaison
  • Communicates pertinent information to unit staff;
  • Troubleshoots technology issues;
  • Manages database records;
  • ensures accuracy and timeliness of information distributed;

• Space Liaison
  • Responsible for utilizing Archibus software to track unit owned university spaces;

• Telecom Liaison
  • Responsible for all telephone issues including submitting incident tickets; and

• Equipment Liaison
  • Annual equipment tracking and processing surplus orders.

Required Qualifications:

• Bachelor’s degree in related field or the equivalent combination of education and experience;
• Experience in senior level administrative support with a proven ability to handle considerable responsibility including budget management;
• High level of training in computer software programs and applications, accounting, records management, and spreadsheet tools;
• Knowledge of accounting procedures;
• Skill in providing effective customer service;
• Strong analytical and administrative management skills including knowledge of computer applications (Word, Excel, PowerPoint, Outlook, Internet, Zoom, Microsoft Teams, etc.);
• Excellent skill in effective communication, organization, and problem solving;
• Ability to exercise confidentiality;
• Ability to prioritize a myriad of deadline-driven responsibilities;
• Ability to work independently; and
• Ability to work effectively in a team-oriented organization.

Preferred Qualifications:

• Prior senior administrative support experience preferred (generally 3+ years); and
• Familiarity with a university environment preferred.

Instructions to Applicants: 

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

Posting Open Date: May 30, 2025

For Full Consideration, Apply by:  June 13, 2025

Open Until Filled:  Yes