Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.
Special Assistant to the Vice President - Planning and Facilities Manager
The Special Assistant to the President provides administrative support to the Vice President and associated direct reports with scheduling meetings and travel, responding to calls and visitors of the VP, drafting and editing correspondence and reports; investigating inquiries, complaints, and concerns, making appropriate referrals or responses, and assuring follow up on resolution of concerns and requests made of the Vice President. Duties include but are not limited to:
Receives and responds to internal and external calls, inquiries and visitors for Vice President (VP) to ensure timely and accurate responses to clients and others.
Answers and screens telephone calls for VP and others as required; researches information and responds to calls relating to procedures, activities, complaints and routine administrative matters; refers other calls as appropriate to department senior staff.
Where required, researches information sought by callers and visitors to ensure VP will have necessary information to appropriately respond to clients.
Inputs work orders into the work order management system and follows up with client as necessary when responding to complaint calls.
Composes or edits drafts and produces final copy of correspondence for signature, including responses to inquiries or complaints concerning operations and activities, letters of recognition, thank you notes and speeches.
Reviews final materials for conformance with University and department guidelines for format and usage, effectiveness of figures and graphics, and accuracy of spelling, grammar and syntax.
Handles sensitive and confidential matters and correspondence with the maximum confidence. Regularly reviews and edits all departmental web sites and publications and Georgetown community announcements.
Responds to requests for the VP's attendance and coordinates accordingly.
Prepares background material and read ahead(s) for meetings and delivers materials to meeting attendees as appropriate.
Maintains tickler files on scheduled meetings and other activities.
Attends meetings as requested to record and prepare summaries of matters discussed and inform others as required.
Keeps calendared events up to date by posting changes and notifying all affected parties. Updates calendars of VP and notifies VP of senior staff absences. they are completed
Coordinates logistics for business travel, conferences, seminars and training programs.
Receives mail and distributes as appropriate and tracks distribution to ensure ultimate destination.
Performs special projects as assigned. Plans and schedules events; arranges for location, food service, entertainments and other services as required; keeps costs within established special event budget; produces or arranges for production of notices advertising events or sends out invitations; keeps all necessary records related to activities, expenses and participants.
Performs other duties as assigned.
Requires some college
Two years as an executive assistant to upper management including supervisory experience, preferably in a University or college environment
Must be computer literate with specific experience with word processing and spreadsheet software
Knowledge of Microsoft office suite, data base use and web page maintenance
Strong organizational skills with the ability to take initiative and exercise good judgment
Must exude confidence to handle situations of sensitive situations confidentially
Must have excellent oral and written communication and interpersonal skills and a commitment to providing excellent customer service
Must be able to work well individually and within a team
Ability to take initiative and be flexible to work with a multitude of personalities and situations to professionally and diplomatically communicate with faculty, senior administrators, board members, staff of all levels, students, parents, contractors, vendors and guests of the university
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Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.