Executive Assistant

Department: Office of the Provost - Academic Affairs

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: Hybrid Eligible

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of the Provost is the Chief Academic Office of the University, providing leadership and service to achieve the academic mission of the university. The Vice Provost for Academic Affairs manages the development and maintenance of the academic areas that ensure programmatic success. The various colleges, schools, and institutes rely on this office for constant programmatic support and policy expertise.

About the Position:

The Executive Assistant independently provides broad and varied administrative support to the Vice Provost for Academic Affairs and the academic affairs administrative area of the Provost Office. The main focus of the Executive Assistant is to manage the schedule of the Executive Administrator in support of their efforts with other work such as travel coordination, onboarding of pier team members, event planning and research, managing searches as needed, etc.

Responsibilities:

Executive Support:

• Manages complex calendar for Vice Provost for Academic Affairs and provides general support and assistance to Vice Provost for Academic Affairs, Associate Provosts, SIO, Executive Directors, Director and staff members;
• Collaborates with internal and external stakeholders to coordinate and schedule high-level meetings including the President, Chief of Staff, Provost, Vice Presidents, Vice Provosts, and Deans. Fulfills high-volume meeting requests on a daily basis, ensuring the appropriate level of priority is attached to each;
• Prepares and disseminates correspondence and communications; answers telephone and in-person inquiries; responds to internal and external e-mails; attends and takes meeting notes as needed;
• Serves as Search Committee Member or Coordinator as needed to support successful recruitment and selection efforts. Assists with employee onboardings and office set-up preparations;
• Prepares expense reports, purchase requisitions (eVA), and submits P-Card expenses for Vice Provost, SIO, Executive Directors, Director, and staff members as needed; and
• Processes conference registrations and membership fees for Vice Provost, Executive Directors, Director, and staff members.

Event Coordination:

• Manages and supports the planning, coordination and execution of numerous high-profile meetings, programs and events that promote Academic Affairs, the Provost Office and the University;
• Manages, schedules, publicizes, and evaluates events hosted by the Vice Provost for internal and external stakeholders; and
• Supports the planning, coordination, and dissemination of minutes, agenda items, and supporting documents for various high-level committees, working groups, and task forces.

International and Domestic Travel Coordination:

• Responsible for managing international and domestic travel schedules and commitments and corresponding reimbursements for Vice Provost, SIO, and Executive Directors as needed; and
• Provides assistance with travel coordination including booking flights, reserving hotels, travel insurance, tracking COVID requirements, passport and VISA preparations, auto rentals, travel authorizations, and reimbursement for Vice Provost and Academic Affairs team.

Required Qualifications:

• Bachelor’s degree in related field, or the equivalent combination of education and experience;
• Applicable education background and/or work experience;
• Considerable experience in an academic or similar type work environment;
• Proficient in operating and utilizing office equipment, including computer hardware and software;
• Ability to efficiently manage personal and team calendars, including complex schedules; and
• Demonstrated ability to exercise effective time management practices; work independently, prioritize tasks, and handle multiple assignments effectively.

Preferred Qualifications:

• Experience in arranging complicated travel;
• Demonstrated understanding of higher education policies and practices;
• Skill in prioritizing and managing schedules for high-level executives;
• Skill in interdepartmental communication; ability to effectively collaborate with other administrative offices; and
• Proficient in utilizing technology such as Microsoft Teams, Zoom and 25Live.

Instructions to Applicants: 

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

Posting Open Date: April 5, 2024

For Full Consideration, Apply by: April 19, 2024

Open Until Filled?:  Yes