The position provides confidential and administrative support to the Vice President of External Relations (ER). The Special Assistant serves as a liaison to the VP by coordinating activities with ER departments and external units, managing workflow and special projects and ensuring critical processes and services are maintained and delivered. This position will report to the Vice President of External Relations.
Acts as a project manager for special projects in support of key priorities for the division, which may include conducting research, coordinating special events, implementing new technologies, and developing strategic initiatives.
Provides confidential advising on administrative matters to the Vice President, exercising strong judgment in scheduling, screening requests for meetings and passing them to the correct office as appropriate, and handling day-to-day operational decisions while escalating as appropriate.
Assists Vice President by gathering data on spending patterns and compiling budget requests. Develop cost estimates for staff equipment and supplies. Monitor and control budget status and expenditures.
Oversee the office management, day-to-day operation, student hire and workflow process for the Vice President. Perform complex tasks on word processing, graphics, statistical spreadsheets, Doodle meeting planner, PowerPoint presentations, and database work. Utilize appropriate resources (e.g. Microsoft Office, Access, Excel, Word, and Google Docs etc.) to develop reports, maintain records, draft and edit letters, memos, and agendas. Stay current with computer technology applications and software
Compose correspondence, drafts of reports, monthly reports, acknowledgements, confidential and sensitive materials; sign correspondence as appropriate. When briefing the Vice President, it is expected that the Special Assistant will independently gather and organize all readily available qualitative and quantitative information to help inform the Vice President’s decision-making. Prepare background information in preparation of Vice President’s professional commitments; keep Vice President’s calendar and establish priorities; make travel arrangements and prepare travel documents, coordinate arrangements for meetings at destination; screen, prioritize and distribute mail.
Screen telephone calls and visitors, ascertaining who can be redirected. Provide information to callers, requiring detailed knowledge of area of responsibility and general knowledge of company policies, practices, and operations.
Performs other duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
The incumbent generally performs job duties in a normal business office environment. This involves working while sitting at a desk for extended periods of time. The job also includes significant event planning and execution, which requires a significant level of physical activity, including standing, walking, and occasionally lifting office supply items that may weigh up to 20 pounds. Additionally, the incumbent may be required to attend meetings in other offices, or deliver and/or retrieve information from other offices around campus.The ability to operate basic office equipment such as personal computers, duplicating machines, fax machines and standard office telephones may also be required.
Proficient in Microsoft office (MS excel, power point and visio) Attention to detail and problem solving skills Excellent written and verbal communication skills Proficient on both the Mac and PC platforms Strong organizational skills and the ability to multi task
Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization plus 2 years of relevant professional experience, or, a Master's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.
GW is the largest institution of higher education in the District of Columbia. The university has more than 20,000 students from all 50 states, the District and more than 130 countries studying a rich range of disciplines: from forensic science and creative writing to international affairs and computer engineering, as well as medicine, public health, the law and public policy.