Executive Assistant & Office Manager

Location
Fairfax, VA
Salary
Commensurate with education and experience
Posted
Nov 03, 2021
Closes
Dec 08, 2021
Ref
STF10512
Industry
Education
Hours
Full Time
Executive Assistant & Office Manager

The George Mason University Office of the Senior Vice President of Administration and Finance invites applications for a full-time Executive Assistant / Office Manager career opportunity. 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 purpose of this position is to manage the schedule, activities and office for the SVP, ensuring daily support and operations for the SVP are conducted efficiently and professionally to further the office's initiatives to support and implement the University's mission and goals.

The SVP reports to the President and manages the financial, operational and administrative business of Mason, overseeing finance and accounting; human resources and payroll; facilities management and construction; real estate; capital and operating budgeting and strategic planning; information technology services; business services and transportation; police and emergency management; and regional campus operations.

The ideal candidate will have a demonstrated ability to work in a fast paced, team-oriented environment while managing multiple priorities and projects with an appreciation for process. Must be proactive and take ownership with ability to anticipate and manage uncertainty. The ability to be both detail-oriented while being mindful of the bigger-picture goals is essential.

Responsibilities:


Executive Support:


  • Provide primary support to the Senior Vice President, managing the SVP's calendar with a strong attention to detail and preparation;
  • Provide immediate, first-line response to SVP requests with regards to calendar, current initiatives, documentation, and files;
  • Manage the planning and coordination of meetings, conferences and other functions. Make travel arrangements as necessary;
  • Work closely and professionally with key stakeholder groups, including the President's Office, Board of Visitors, Administration & Finance organization, the Provost's Office, Deans, and other internal and external partners;
  • Ensure coordination across the Administration & Finance administrative support team to establish consistency, efficiency and high-standards throughout the organization;
  • Organize and manage the flow of information; documents for signature and/or approval; and correspondence through the office in both physical and electronic formats. Ensure office files are complete and up-to-date;
  • Work closely with other SVP office team members in furtherance of the department's goals and initiatives. Ensure that programs, activities, and events are properly conceived, managed, and executed;
  • Collaborate, coordinate and assist with the accurate and professional preparation of messages and speeches, correspondence, white papers, presentations and other communication;
  • Interview visitors to the office of the SVP; respond to inquiries or requests; and advise the Senior Vice President concerning matters requiring their personal attention.


Board of Visitors Duties:


  • Serve as secretary pro tem for the Finance and Land Use committee meetings for the Senior Vice President and Board of Visitors;
  • Manage and coordinate BOV and committee meeting requirements and deliverables in close coordination with the Board Secretary and President's offices;
  • Coordinate with BOV and committee members to ensure necessary preparation for meetings and that necessary materials are provided in order to ensure successful Board and committee activities;
  • Prepare and provide scripts, minutes and other materials as necessary;
  • Work with senior SVP staff to ensure materials are prepared and provided in a timely and professional manner.


Office Administration:


  • Maintain working knowledge of the office duties and cross-train for assorted job functions with office staff to assure appropriate office business and processes are managed at all times;
  • Manage and execute administrative SVP office processes to include: HR, IT, Facilities, Fiscal/Budget, reimbursements, and procurement, among others to conduct necessary business of the office;
  • Ensure the office is properly supplied and functional, working with the appropriate departments to make necessary changes and improvements.


Required Qualifications:


  • Bachelor's degree (Master's preferred) and/or equivalent combination of education and experience;
  • Experience in an executive office environment with responsibility for scheduling, planning, organizing, supervision, reporting and office management;
  • Proficiency with MS Office applications is essential.


Preferred Qualifications:


  • Training and experience in University software programs (e.g., Banner) and academic affairs policies and procedures is preferred;
  • Experience in higher education, budget, finance, and/or HR is preferred;
  • Experience working with a Board or other oversight body is preferred.


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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.
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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.

New hires starting after August 15, 2021, must have received at least one COVID-19 vaccination by their start date, be fully vaccinated within 45 days of their start date, and submit documentary proof unless they have an approved medical or religious exemption by their start date. For updated George Mason University COVID-19 vaccination requirements, please visit George Mason University Vaccination Requirements .
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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.

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