Executive Special Assistant, Deans Office Operations

$64,484 - $106,416/Yr

George Washington University - Washington, PA

Part-time,Full-time - Entry Level

Washington, PA

Educational Services

About the position

The George Washington University Elliott School of International Affairs (ESIA) is seeking a motivated and experienced Executive Special Assistant to provide high-level executive support to the Dean. This role is crucial in managing the Dean's office operations and ensuring that priorities that require Dean-level attention are addressed efficiently. The successful candidate will be proactive, possess strong interpersonal skills, and demonstrate tact and discretion in all interactions. The position requires the ability to be flexible and manage multiple priorities effectively. The Executive Special Assistant will be responsible for managing the Dean's busy calendar, which includes juggling last-minute modifications and managing the flow of telephone calls, visitors, and requests. This role involves independently handling inquiries and requests made to the office, utilizing established procedures, and conducting research to inform or escalate issues as necessary. The assistant will also organize and coordinate internal and external events involving the Dean, providing support during these engagements and ensuring follow-up as directed. In addition to event coordination, the Executive Special Assistant will plan the Dean's travel arrangements, including flights, hotels, briefings, and all logistics, while also processing reimbursements. The role requires coordinating all correspondence to ensure error-free documents are presented for the Dean's signature, drafting correspondence as needed, and maintaining the Dean's official files and archives. The assistant will conduct research and prepare background materials, analysis, and reports in support of special projects, partnering effectively with various offices within the University to implement key initiatives. The position also includes scheduling meetings, creating agendas, and taking minutes for select Dean meetings, as well as providing secondary backup support for administrative duties in the Dean's Suite. This role will oversee and provide daily direction to administrative staff in the Dean's office, ensuring smooth operations and effective communication.

Responsibilities

• Manage the Dean's busy calendar, including last-minute modifications and managing the flow of calls and visitors.
• Handle inquiries and requests made to the office, conducting research and using judgment to inform or escalate issues.
• Organize and coordinate internal and external events involving the Dean, providing support and follow-up as needed.
• Plan the Dean's travel arrangements, including logistics and processing reimbursements.
• Coordinate all correspondence for the Dean, ensuring error-free documents are presented for signature.
• Draft correspondence and maintain the Dean's official files and archives.
• Conduct research and prepare background materials, analysis, and reports for special projects.
• Schedule meetings, create agendas, and take minutes for select Dean meetings.
• Provide secondary backup support for administrative duties in the Dean's Suite.
• Oversee and direct administrative staff in the Dean's office.

Requirements

• Bachelor's degree in an appropriate area of specialization plus 5 years of relevant professional experience, or a Master's degree plus 3 years of relevant experience.
• Three or more years of administrative experience supporting senior level executives.
• Excellent communication, interpersonal, and customer service skills.
• Demonstrated experience dealing with confidential information.
• High proficiency with MS 365, Google Workspace, and online platforms for virtual meetings.
• Strong attention to detail and proofreading skills.
• Strong administrative, scheduling, organizational, and time management skills.
• Ability to thrive in a fast-paced environment and work independently.
• Experience booking travel and submitting expense reports, including the use of Concur.
• Experience working in higher education.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with event planning and coordination.
• Knowledge of university policies and procedures.

Benefits

• Medical, dental, and vision plans.
• Flexible Spending Account (FSA) and Health Savings Account (HSA).
• Retirement programs.
• Tuition remission for employees and dependents.
• Tuition exchange program for dependents.
• Generous paid leave, including a full week of paid leave for winter holidays.