Special Assistant to the Board - Office of the Secretary

6 days left

Location
Washington D.C
Posted
Apr 17, 2019
Closes
Apr 27, 2019
Ref
JR06345
Function
Administrative
Industry
Education
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

The Special Assistant to the Board serves as the Office manager and point of contact for the Office of the Secretary. S/he provides administrative organization for the Office of the Secretary to include management of all Board materials, correspondence, schedules, information flow, travel, budgets and general communications. The position includes oversight of program details related to Board and Committee meetings and engagement, including full administrative, IT and logistical support for all related meetings and assembly and distribution of all relevant materials. The Special Assistant to the board coordinates with the staff of all University principals in preparation and follow-up for all governance/Board activities, and have additional responsibilities that include but are not limited to:

Office of the Secretary
  • Manages the full administrative work for the office, including correspondence, files, travel, budgets, accounting, scheduling, phone answering, IT interface, and meeting set-up.
  • Coordinates with relevant University colleagues where necessary.
  • Serves as first point of contact for office.
  • Handles all printed materials.


University Board and Board Visitors
  • Serves as the primary Special Assistant between the Secretary and the University Board of Directors and their staff, facilitating intra- and extra-Board and Board Committee communication.
  • Manages all logistical details related to Board and all Committee meetings, collaborating with the Special Events team on logistical support for Board dinners as needed.
  • Coordinates preparation of all meeting materials and presentations, records minutes, executes and files resolutions and other sealed documents, and maintains records of all actions related to University governance.
  • Maintains and updates the Board contact information to ensure information is accurate and current.
  • Produces all directories and lists and develops on-boarding materials for new board members.
  • Facilitates and manages budget planning for on and off-site board meetings and support activities, including travel and cost related to meeting setup


Communications
  • Provides research and writing assistance for the Secretary of the University, to include correspondence, background information, and research in conjunction with all relevant colleagues.
  • Documents, tracks, and promotes Board engagement.
  • Manages all logistics related to two annual Senior Leadership Retreats offsite.


Qualifications
  • Bachelor's Degree
  • 4-6 years of administrative/office support experience
  • Ability to handle sensitive situations and time-sensitive deadlines
  • Experience with Data/IT acuity and facility with systems and software
  • Specific expertise using Microsoft Office products (Word, Excel), email, and calendar
  • Organizational and interpersonal skills with knowledge of protocol and Board governance

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