Administrative Specialist Alumni Relations

George Mason University•Fairfax, VA

21h•Hybrid

About The Position

This position has the primary responsibility to provide administrative support to the AVP of Alumni Relations, as well as the Alumni Relations team and the George Mason University Alumni Association. The Administrative Specialist is responsible for scheduling, conducting research, preparing agendas, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, answering and directing phone calls, distributing communications, arranging conference calls, making travel arrangements, and preparing reimbursements.

Requirements

Excellent writing and communication skills;
Demonstrate outstanding oral, written, and interpersonal skills;
Excellent organizational and prioritizing skills;
Skill in meticulous detail-orientation;
Demonstrated, detail-oriented clerical skills;
Solid computer skills, including Microsoft Office Suite;
Expert-level Microsoft Outlook/Calendar skills;
Ability to manage a senior executive’s calendar, including coordinating with others as needed, issuing reminders, and prioritizing requests for the executive’s available time;
Ability to manage multiple competing deadlines;
Demonstrated problem-solving abilities;
Ability to perform duties under limited supervision and a limited time frame;
Ability to work within multiple internal databases and maintain consistent organization;
Ability to be resourceful and be able to research the best solutions for problems independently when they arise;
Ability to exercise good time management and have flexibility;
Ability to handle sensitive and confidential matters with discretion and tact; and
Ability to multitask, prioritize work, and meet deadlines.

Nice To Haves

Outstanding customer service skills demonstrated by the ability to interact effectively with administrators, faculty, and staff, as well as partners outside of the university;
Knowledge of project management systems; and
Ability to learn new software.

Responsibilities

Serves as the primary administrative support for the Alumni Relations team, including supporting the Associate Vice President and team members: Manages multiple complex calendars and time commitments and prioritize in alignment with AVP goals and strategies;
Prepares team for upcoming engagements by organizing a daily agenda, follow-up, and action items;
Briefs the Associate Vice President and Alumni Relations team regularly on inquiries and issues;
Coordinates appointments and meetings with alumni, 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 AVP and Alumni Relations team to collect meeting notes as needed;
Proactively initiates outreach for and prepares meeting materials and prep documents;
Coordinates and arranges event registration and travel details, including flights, trains, hotels, registration, and car rentals;
Coordinates payment of flights with the operations team (state funds);
Completes and confirms conference registration and travel arrangements before travel;
Prepares detailed briefing for conferences and regional tour travel detailing travel arrangements, speaking engagements, and conference schedules;
Files, prepares, and processes reconciliations, expense reports, and reimbursements;
Maintains gift inventory and prepare swag-/gift boxes, as instructed;
Prepares outgoing mail, orders, and assists in maintaining the Associate Vice President’s office supply inventory;
Prepares correspondence, reports, forms, PowerPoint and presentation slide decks, and other documents in support or requested of the Alumni Relations team or the Associate Vice President's activities or as directed by the Associate Vice President;
Logistical Support for the George Mason University Alumni Association: Provides scheduling support for Alumni Association meetings, assist with the preparation of orientation materials as needed in accordance with by-laws;
Prepares action items and ensure follow-through from meetings;
Provides assistance, as requested, for on-site events;
Project Management: Supports the Alumni Relations team with project management and tracking of initiatives;
Assists in preparing and maintaining the master events calendar;
Ensures follow-through of projects and provide reminders according to deadlines;
Supports AVP with event planning, and
Other duties as assigned within the scope of the role.