Executive Administrative Assistant

Department: Col of Engineering and Computing

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 Dean’s Office is the lead executive office for the College of Engineering and Computing (CEC). The College’s central goals and strategies are developed within the office, and it serves as the primary conduit between the College and other executive-level offices within the University and with the departments, programs, and centers within the College.

About the Position:

The Executive Administrative Assistant will provide executive-level administrative support to the Office of the Dean. This position reports to the Administration and Strategic Projects Manager but will primarily support the Associate Dean for Research (ADR) and Chief AI Officer/Associate Dean for Artificial Intelligence (ADAI).

• Scheduling of the ADR and ADAI’s calendars (within limits) can be done without prior approval.
• Scheduling and planning of yearly calendar events; dissemination of information to appropriate source to handle and/or address requires ADR, ADAI and/or supervisor input.
• Applies knowledge of office/business/academic practices and procedures. Expected to handle daily and routine tasks independently and accurately.
• Incumbent is a member of the larger Dean’s Office administrative team and is expected to backup others as needed.
• Meetings often take place on other Mason campuses and throughout the DC Metro area. Incumbent is expected to schedule and support these meetings, including attendance as directed.
• Some meetings and events may take place outside of normal business hours, when requested incumbent is expected to attend.

Please note, this is not a 100% remote/virtual position, but is telework friendly. Depending upon your department/office, you may have the ability to telework 1-3 days per week.

Responsibilities:

Meeting Coordination and Calendar Management:

• Effectively manage primaries’ calendars, including coordinating with internal and external constituents.
• Prioritize requests and brief primaries regularly on inquiries and issues.
• At the direction of the primary and/or supervisor, coordinate meetings for internal and external guests. This may include coordination with CEC departments and other units throughout the University.
  • Issue meeting invitations, prepare agendas, reserve rooms, catering, A/V, and other logistics.
  • Attend meetings as requested to take notes and record action items.

Project Coordination:

• Identify and track action items on behalf of primaries.
• Issue reminders related to assigned tasks and priorities.
• Attend meetings, take notes, and prioritize action items.
• Prepare and provide requested materials to internal and external audiences, working closely with colleagues across the University.
• Update College’s research portfolio tracking document.
• Conduct research, as needed, related to issues of strategic importance for the CEC Dean’s Office.

Travel Coordination:

• Manage travel arrangements, including flights, hotels, conference registration, car rentals, read-ahead materials, and other aspects of executive travel for primaries and other members of the Dean’s Office team.
• Coordinate and book travel for external CEC visitors.
• Perform visual compliance screenings for all Dean’s Office international travel and visiting guests.
• Process travel reimbursements promptly upon traveler’s return.

Dean's Office Administrative Support:

• Serve as the telecom coordinator for the Dean’s Office and Chief Business Officer’s team.
• Stay abreast of telecom updates, policies, and procedures, and serve as the main point of contact for departmental coordinator questions.
• Serve as a P-card holder for the Dean’s Office, ordering supplies and other items as needed.
• At the direction of the supervisor, provides administrative support and meeting/event coordination for other members of the Dean’s Senior Staff.
• Other duties as assigned.

Required Qualifications:

• High school diploma or equivalent;
• Prior experience working for an executive;
• Experience managing calendars and scheduling;
• Experience resolving problems quickly and efficiently;
• Experience maintaining productivity while working independently;
• Excellent organizational and project management skills;
• Excellent written and oral communication;
• Skill in operating applicable office equipment and software, including Office365;
• Outstanding customer service orientation;
• Ability to work both as a team member and independently;
• Ability to multi-task and remain calm under pressure;
• Ability to effectively and efficiently resolve problems with minimal direction; and
• Ability to use the internet and library resources for research and references.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Significant related experience;
• Prior experience working in higher education; and 
• Experience with eVA and MicroStrategy.

Instructions to Applicants: 

For full consideration, applicants must apply for Executive Administrative Assistant at https://jobs.gmu.edu/; complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.  Full consideration will apply to applicants who submit their completed application by November 8, 2024, however, review of applications will continue until the position is filled.

Posting Open Date:  October 18, 2024

For Full Consideration, Apply by:  November 8, 2024

Open Until Filled:  Yes