Executive Assistant

Fairfax, VA
Commensurate with education and experience.
Sep 02, 2023
Oct 11, 2023
Full Time
Executive AssistantThe George Mason University Antonin Scalia Law School's Development Office, seeks a highly organized, qualified professional to serve as the Executive Assistant. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.The Antonin Scalia Law School at George Mason University is a Top 30 ranked law school strategically located in Arlington, VA, just two miles from downtown Washington, D.C. The Development and Alumni Relations office within Scalia Law aligns itself directly with the school's mission and vision, as well as that of the George Mason University Office of Advancement and Alumni Relations, to heighten alumni engagement and philanthropic giving to Scalia Law. About the Position: The Executive Assistant (EA) provides administrative support for the Associate Dean for External Affairs (AD) at the Scalia Law School. The EA also supports the AD by organizing and utilizing alumni and donor data for external communication, event support, and provides other administrative support that leads to the attainment of the school's goals in development and communications. Responsibilities:Provides administrative support to the Associate Dean in the day-to-day operation of the development and communications departments in the law school;Manages the AD's calendar, including making appointments and prioritizing the most sensitive matters, organizing meetings, scheduling appointments and sending appointment reminders;Screens incoming correspondence and determines appropriate actions to take. Writes and edits emails, drafts memos, prepares preliminary drafts of communications and presentations to include proofreading;Answers and responds to phone calls in a polite and professional manner;Maintains comprehensive, organized and accurate records;Utilizing Central Advancement and University databases, generates weekly and monthly giving reports;Prepares mailing lists for monthly newsletters and targeted fundraising solicitations;Process contributions and reconcile postings with Central Advancement records;Tracks renewals of pledges and also sends reminders to donors as pledges approach due dates;Drafts acknowledgement letters for the dean's or associate dean's signature(s);Drafts monthly alumni newsletter and formats content in email system;Drafts invitations, letters, emails, and other forms of communications as directed;Utilize the CRM tracking software to track and report, open and bounce rates, verifying that contact information is correct in the system for current and future correspondence, and updating as necessary;Works closely with the law school's event planner on alumni and other advancement-related events including but not limited to creation of invitations, tracking RSVPs, creating nametags, seating charts, ordering supplies, and other pre-event activities;May provide day-of-event support such as assisting with guest registration, placing tent cards, meeting caterers, accompanying distinguished guests to the green room, or generating last minute name tags;Participates in post-event debriefing and tracks and provides recommendations for improvement with future events;Processes invoices, p-card transactions, and presents expenses to the financial office for payment as appropriate. Provides event budget to event planner and tracks expenses;Ability to occasionally work evenings and weekends; andOther administrative duties relevant to the position as assigned.Required Qualifications:Highschool diploma or Bachelor's degree or an equivalent combination of education and experience;Experience managing electronic records in a database;Intermediate to advanced proficiency with Microsoft Suite (Adobe, Word, Acrobat, Excel);Experience utilizing records to create mass mailings using mail merge or similar product;Demonstrated time management skills;Ability to work independently with multiple priorities in a fast-paced environment;Ability to work and as a part of a team;Demonstrated competency using a computer and the ability to learn new applications;Outstanding customer service skills and desire to assist internal and external constituents;Excellent verbal and written communication skills, including writing, editing, and proofreading; andDemonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.Preferred Qualifications:Experience as an executive assistant to a senior level administrator;Experience with fundraising software such as Raiser's Edge; andExperience with a CRM system such as Salesforce.

For full consideration, applicants must apply at https://jobs.gmu.edu/; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

"Great Careers Begin at Mason! George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!George Mason University, Where Innovation is Tradition."

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.