Executive Scheduler – Office of the Provost

Department: Office of the Provost

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Location: Fairfax, VA

Workplace Type: On Site Required

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Position:

As a member of the Provost’s support staff, this position provides support to the Provost and Operations and Initiatives Manager. 

Working Hours: 28-30 hours/week ( In-person position -  7 hours a day, 4 days a week)

Responsibilities:

Executive Calendaring:

• Serves as key member of the Office of the Provost team, assisting in all matters related to the daily support for the Provost; and
• Ensures the security, accuracy and currency of information. 

Schedule Management:

• Acknowledges, prioritizes and responds to schedule requests and manages the Provost’s calendar. This includes managing the provost’s day-to-day agenda (meetings, events, travel, and office time) in accordance with strategic priorities urgency;
• Schedule and maintain tracking of reoccurring meetings;
• Provides executive-level administrative and analytical support to the Provost and Operations and Administrative Manager;
• Coordinates and manages multiple projects ensuring effective outcomes and providing for prioritization of assignments and fluctuating deadlines; and
• Communicates effectively with all levels of administrative personnel, faculty, students, alumni, donors, and external constituents, both verbally and in writing with clarity, substance, and nuance.

Meeting Preparation:

• Organizes background briefings, agendas and presentations for the provost’s meetings;
• Reviews information and requests with the Administrative and Operations Manager; and
• Ensures that all materials are accurate and available to the Provost for review prior to meetings.

Special Projects and Events:

• Provides backup support for special project initiatives;
• Works with the Operations and Initiatives Manager in the preparation of events and visits to campus by outside guests that are hosted by the Provost’s Office. This involves securing rooms and coordinating schedules of those who are participating in these events and visits;
• Manages, schedules and evaluates various events hosted by the Provost;  
• Plans, promotes and coordinates events with other departments;
• Monitors special events;
• Executes logistics for projects and events such as town halls and retreats;
• Coordinates the creation of name badges, table tents and other items using Avery; and
• Provides graphic support in Canva to create signage, cards, and other items aligned with the Mason Brand.

 
Administrative Support:

• Serves as a back up to the Administrative Assistant as needed, including the monitoring of calls, organization of files/scanned documents and front desk coverage. 

Required Qualifications:

• Executive Calendar management experience;
• Bachelor Degree or equivalent combination of education and experience;
• Skill in operating applicable office equipment and software;
• Ability to work both as a team member and independently;
• Ability to multi-task and remain calm under pressure;
• Outstanding customer service orientation;
• Must be an excellent communicator both in speaking and in writing; and
• Experience in a fast-paced executive office and strong customer service experience required.

Instructions to Applicants: 

For full consideration, applicants must apply for Executive Scheduler – Office of the Provost 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: July 3, 2024

For Full Consideration, Apply by:  July 17, 2024

Open Until Filled?:  Yes