Executive Coordinator to the Board of Visitors

George Mason University - Fairfax, VA

Full-time

Fairfax, VA

Educational Services

About the position

The Executive Coordinator to the Board of Visitors serves as a vital member of the President's Office team at George Mason University, providing essential administrative support to the Board of Visitors. This role includes acting as the Secretary pro tem, coordinating meetings, managing communications, and ensuring the efficient completion of Board business. The position also involves general office assistance and collaboration with various stakeholders to promote the university's goals and objectives.

Responsibilities

• Performs as the Board of Visitors (BOV) Secretary pro tem, ensuring that Board business is completed efficiently and timely.
• Coordinates all meetings (annual planning conference, regular sessions, off-cycle committee meetings).
• Prepares and distributes minutes along with postings to BOV website, Docushare and the Commonwealth Calendar.
• Maintains accurate historical records.
• In coordination with others involved in BOV business, formulates meeting agendas, Rector's script, session materials for the BoardEffect portal.
• Provides guidance to the administrative support personnel of the standing BOV committees.
• Manages Board of Visitors' communications individually and as a group handling routine requests and initiating necessary follow through.
• Provides email notifications that include invitations, general announcements, BOV weekly brief, etc., generates a weekly informational packet to members as needed, and coordinates necessary logistics and responds to member inquiries.
• In coordination with the Director of Presidential Administration, oversees BOV email account generating appropriate replies, handling complaints, and/or forwarding to appropriate unit.
• Obtains current BOV bios for updates to the website and BoardEffect portal, along with maintaining and posting current Bylaws.
• Manages all BOV lists and maintains appropriate updates. Orders necessary BOV name plaques, name tags, stationery, and supplies specific to board business.
• Coordinates information sessions for new board members and faculty/student representatives. Identifies dates of availability for the new BOV appointees and senior administration, secures a judge or Clerk of the Court to administer oaths of office during the session, prepares materials and manages the timeline during the session and leads the discussion in the orientation sessions.
• Reaches out to all new members providing initial information and obtaining necessary contact details. Consistent and necessary updates of contact information is accomplished as BOV turnover occurs.
• Manages the process for Board of Visitors participation in the December graduation and annual Commencement ceremonies.
• In conjunction with the Board of Visitors/Board of Trustees dinner (or other annual recognition events), initiates, develops and suggests the design for the invitation, orders commemorative bowl (or other recognition item), confirms attendance and follows through with the planning process. Assists the BOV with their involvement in any other special events.
• As a member of the President's office administrative team, provides necessary support when requested to include backup of front office/budget, and/or scheduling, engagement in general office duties, and open communication with other members of the staff.

Requirements

• Bachelor's degree and/or equivalent training and experience;
• Proven ability to work independently and as a member of a team;
• Demonstrated ability to take initiative and complete position responsibilities with minimal supervision;
• Outstanding communication skills and flexibility;
• Some previous board experience and possess a familiarity with higher education processes;
• Demonstrated ability to manage competing requests with a strong sense of prioritizing;
• Proven ability to meet deadlines and productively react to changes in course;
• Excellent technology skills to include Microsoft Office, familiarity with Apple and web-based programs (WordPress, etc.);
• Ability to manage competing priorities effectively.

Nice-to-haves

• Excellent technology skills to include BoardEffect, Microsoft Office, familiarity with Apple and web-based programs (WordPress, etc.);
• Considerable board experience (typically 3+ years).