Executive Assistant
Executive Assistant
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1 Vacancy
Job Description
Department: Academic Affairs
Classification: Gen Admin Supv 1/Coord 1
Job Category:Classified Staff
Job Type:FullTime
Work Schedule:Fulltime (1.0 FTE 40 hrs/wk)
Location: Fairfax VA
Workplace Type:Hybrid Eligible
Pay Band:04
Salary:Salary commensurate with education and experience
Criminal Background Check:Yes
About the Department:
The Office of the Provost is the Chief Academic Office of the University providing leadership and service to achieve the academic mission of the university. The Vice Provost for Academic Affairs manages the development and maintenance of the academic areas that ensure programmatic success. The various colleges schools and institutes rely on the Office for constant programmatic support and policy expertise.
About the Position:
The Executive Assistant independently provides broad and varied administrative support to the Vice Provost for Academic Affairs and the academic affairs administrative area of the Provost Office. The main focus of the Executive Assistant is to manage the schedule of the Executive Administrator in support of their efforts with other work such as travel coordination onboarding of peer team members event planning and research managing searches as needed etc.
Responsibilities:
- Executive Support:
- Manages complex calendar for Vice Provost for Academic Affairs and provides general support and assistance to Vice Provost for Academic Affairs Associate Provosts SIO Executive Directors Director and staff members.
- Collaborates with internal and external stakeholders to coordinate and schedule highlevel meetings including the President Chief of Staff Provost Vice Presidents Vice Provosts and Deans. Fulfills highvolume meeting requests on a daily basis ensuring the appropriate level of priority is attached to each.
- Prepares and disseminates correspondence and communications; answers telephone and inperson inquiries; responds to internal and external emails; attends and takes meeting notes as needed.
- Serves as Search Committee Member or Coordinator as needed to support successful recruitment and selection efforts. Assists with employee onboarding and office setup preparation.
- Prepares expense reports purchase requisitions (eVA) and submits PCard expenses for Vice Provost SIO Executive Directors Director and staff members as needed.
- Processes conference registrations and membership fees for Vice Provost Executive Directors Director and staff members.
- Event Coordination:
- Manages and supports the planning coordination and execution of numerous highprofile meetings programs and events that promote Academic Affairs the Provost Office and the University.
- Manages schedules publicizes and evaluates events hosted by the Vice Provost for internal and external stakeholders.
- Supports the planning coordination and dissemination of minutes agenda items and supporting documents for various highlevel committees working groups and task forces.
- International and Domestic Travel Coordination:
- Responsible for managing international and domestic travel schedules and commitments and corresponding reimbursements for Vice Provost SIO and Executive Directors as needed.
- Provides assistance with travel coordination including booking flights reserving hotels travel insurance tracking COVID requirements passport and VISA preparations auto rentals travel authorizations and reimbursement for Vice Provost and Academic Affairs team.
Required Qualifications:
- Bachelors degree in related field or equivalent combination of education and experience;
- Applicable education background and/or work experience;
- Considerable experience in an academic or similar type work environment;
- Ability to efficiently manage personal and team calendars including complex schedules;
- Demonstrated ability to exercise effective time management practices; work independently prioritize tasks and handle multiple assignments effectively; and
- Proficient in operating and utilizing office equipment including computer hardware and software.
Preferred Qualifications:
- Experience in arranging complicated travel;
- Demonstrated understanding of higher education policies and practices;
- Skill in prioritizing and managing schedules for highlevel executives;
- Skill in interdepartmental communication;
- Ability to effectively collaborate with other administrative offices; and
- Proficient in utilizing technology such as Microsoft Teams Zoom and 25Live.
Instructions to Applicants:
For full consideration applicants must apply for theExecutive Assistant at and submit the online application to include three professional references with contact information and provide a cover letter and resume.
Posting Open Date: February 28 2025
For Full Consideration Apply by: April 9 2025
Open Until Filled:Yes
Employment Type
Full-Time
