Executive Assistant

Department: Advancement and Alumni Relations

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

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of Advancement and Alumni Relations division is a comprehensive development and alumni relations enterprise with a staff complement of approximately 135 FTE. Functional units within Advancement include development/fundraising, alumni relations, donor relations and stewardship, advancement communications, special events, gift processing, research, prospect management, gift planning, corporate and foundation relations, information systems and management, and infrastructure services.

Advancement and Alumni Relation’s mission is to build strong, lifelong relationships with George Mason University's alumni and constituents, while matching their philanthropic interests with the university’s aspirations and priorities. The division is committed to serving the needs of the university, our alumni, and the greater community by providing access to quality education and lifelong learning. Respect, service, integrity, collaboration, diversity, transparency, and creativity are the values that guide our work and culture.

About the Position:

The Executive Assistant has the primary responsibility to provide C-suite level administrative support to the Vice President for Advancement and Alumni Relations/President of the George Mason University Foundation Inc. The Executive Assistant will be responsible for day-to-day management of the VP’s schedule, calendar, and timelines. The position has oversight of the VP’s financials and is responsible for all travel coordination.

Responsibilities:

Calendar, Scheduling, and Day-to-Day Management:

• Manages the Vice President's complex calendar and time commitments and prioritizes in alignment with VP goals and strategies;
• Prepares the VP for upcoming engagements by organizing a daily agenda, follow-up, and action items;
• Briefs the VP regularly on inquiries and issues;
• Coordinates appointments and meetings with direct reports, donors, trustees, faculty, and others, both inside and outside the university community;
• Confirms meeting times and participation daily;
• Arranges meetings, coordinating space, equipment, catering, and room setup according to program/meeting requirements;
• Attends meetings with the VP to collect meeting notes as needed;
• Proactively prepares meeting materials and prep documents for VP’s daily review;
• Coordinates advancement-related events, meetings, and activities with the Office of the President, Provost, Senior Vice President of Administration and Finance, and University Deans, preparing briefings and providing logistical support in the execution of these activities, working closely with those offices to coordinate joint activities and programs between those offices and the VP's office, and greets visitors to the VP's office;
• Submits research requests to the systems team as needed, and provides detailed confidential information to the VP and OTP in a timely manner;
• Manages and approves timesheets for senior staff (VP direct reports), and maintains accurate records of time out of office;
• Forwards correspondence to the correct office for action;
• Screens all VP's incoming mail and takes action or redirects to the appropriate university office for response;
• Answers all phones for the VP, taking messages or fielding/answering all routine and non-routine questions;
• Receives, reviews, and logs paperwork for VP's signature;
• Coordinates, procures, and ensures appropriate delivery of the VP's stewardship, including notes, acknowledgement letters, flowers, and gifts;
• Coordinates ongoing gifts for prospects, volunteer groups, and co-leads for EOY VP gift initiatives;
• Supports data analysis activities, contributes to data reports as directed, and collects, compiles, and distributes data and reports to the VP, senior staff, various University constituents, and outside vendors as appropriate;
• Exercises sound judgmen