Executive Assistant to the Dean CVPA

Department: Col of Visual and Performing Arts

Classification: Gen Admin Supv 1/Coord 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The College of Visual and Performing Arts (CVPA) is an academic environment in which the arts may be considered both as individual disciplines and as interdisciplinary forms that strengthen each other. Courses of study in the college - Art and Visual Technology, Dance, Music, Theater, Arts Management, Computer Game Design and Film and Video Studies - are designed to lead to careers as creators, performers, teachers and scholars of the arts, as well as prepare students for the challenges of a rapidly changing world. The college strives to ensure that the entire George Mason University student population has the opportunity to experience and study the arts as a key component of a well-rounded liberal arts education.

About the Position:

The Executive Assistant to the Dean provides high-level administrative and project support to the Dean of the College of Visual and Performing Arts (CVPA). This role manages the Dean's complex calendar, schedules and coordinates meetings and events, prepares agendas and minutes, and ensures deadlines are met. The Executive Assistant serves as a primary point of contact for the Dean's Office, handling sensitive information with discretion and professionalism.

Key responsibilities include maintaining confidential records and organizational documents, supporting high-profile projects and events, and ensuring smooth communication with university leadership, faculty, staff, and external partners. The role also involves managing shared files and databases, coordinating college-wide initiatives, and promoting efficient operations throughout the Dean's Office.

Responsibilities:

Executive Scheduling, Communications, and Administrative Operations

• Manages and maintains the Dean's complex schedule, including appointments, meetings, and CVPA functions, ensuring optimal time use and prioritization of competing demands;
• Coordinates and reconciles multiple calendars, efficiently scheduling appointments and resolving conflicts;
• Manages confidential information and sensitive administrative processes with a high degree of professionalism and discretion;
• Maintains organized and up-to-date administrative files, including committee assignments, staff and faculty reporting to the Dean, organizational charts, policy documents, and personnel files;
• Creates and manages shared drives and databases to support efficient documentation and information retrieval; and
• Supports the planning, coordination, and execution of high-profile meetings, programs, and events on behalf of the Dean.

Project and Relationship Management

• Coordinates and manages multiple projects, ensuring timely, effective outcomes and adaptability to shifting priorities and deadlines;
• Applies working knowledge of academic programs, university operations, and administrative policies to lead and support special projects on the Dean's behalf;
• Provides oversight, coordination, and execution of ongoing activities, initiatives, and strategic objectives within the Dean's Office;
• Oversees content creation, editing, and distribution of the Dean's Gazette newsletter, ensuring timely and accurate dissemination of information;
• Liaises regularly with university administrative and academic offices, as well as external partners and organizations, representing the Dean with professionalism and integrity; and
• Builds and sustains collaborative, positive relationships across the college, university, and broader community to ensure smooth and efficient operations.

Dean's Office Support

• Serves as the first point of contact for the Dean's Office, greeting and assisting visitors while ensuring a professional, welcoming, and efficient experience;
• Manages schedules and controls access to the Dean, balancing availability with institutional priorities;
• Provides calendar support for the Chief Business Officer, coordinating routine and ad hoc meeting requests, resolving scheduling conflicts, and ensuring timely communication of appointments;
• Handles sensitive information with discretion and professionalism, maintaining confidentiality in all interactions;
• Serves as the telecommunications coordinator for the college, managing phone services and related communications needs; and
• Processes reimbursement vouchers for the Dean through the GMU Foundation, ensuring compliance with university policies and procedures.

Required Qualifications:

• Bachelor's degree in related field or the equivalent combination of education and experience;
• Generally, at least 3 years' experience serving in a high-level executive support role such as an executive assistant;
• Experience managing calendars and scheduling;
• Experience resolving problems quickly and efficiently;
• Experience working independently, making independent judgments and prioritizing and managing multiple priorities;
• Experience preparing and/or editing documents, memos, and correspondence;
• Experience with meeting preparation and drafting minutes;
• Excellent organizational and project management skills; and
• Excellent written and oral communication skills.

Preferred Qualifications:

• 8 years' experience serving in a high-level executive support role such as an executive assistant;
• Prior work experience in the arts and/or university;
• Knowledge of university and state policies and regulations desired; and
• Proficiency in Microsoft Office Suite.

Instructions to Applicants:

For full consideration, applicants must apply for Executive Assistant to the Dean CVPA at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent for review.

Posting Open Date: May 23, 2025

For Full Consideration, Apply by: June 6, 2025

Open Until Filled: Yes