Executive Special Assistant to the Vice Provost and Dean of Students Division fo

I. JOB OVERVIEW

Job Description Summary:

As a member of the Division for Student Affairs (DSA) central administrative team, the Executive Special Assistant is responsible for the administrative office of the Vice Provost and Dean of Students, business operations, and customer service initiatives. The Executive Special Assistant acts as university ombudsperson, assisting constituents with questions and concerns about the university, referring issues to campus partners for resolution as appropriate, and advising DSA leadership on trends and patterns of concerns. The Executive Special Assistant develops, implements, and reviews all current customer service practices and constituent correspondence for alignment with the strategic goals of GW and DSA.

Reporting to the Vice Provost of Student Affairs, the Executive Special Assistant will be responsible for the following:

Key Responsibilities:

1. Administrative Expertise:

• Provide efficient, detail-oriented administrative support, managing multiple complex calendars, coordinating travel arrangements, and organizing speaking engagements for the VPSA .
• Ensure smooth day-to-day operations by proactively managing schedules, anticipating potential conflicts, and resolving logistical challenges.
• Assist with in-person and virtual meeting preparation and setup, ensuring all necessary materials and technical logistics are in place for successful execution.

1. Executive-Level Communication:

• Draft and edit executive-level correspondence, communications, presentations, and spreadsheets that reflect a deep understanding of organizational objectives and priorities, while maintaining strict confidentiality.
• Utilize discretion and sound judgment in handling sensitive information.

1. Meeting Preparation and Briefing:

• Prepare detailed agendas, background materials, and briefing documents for all meetings and events involving the VPSA, ensuring that the Vice Provost is fully equipped to engage effectively.

1. Data Management and Reporting:

• Track progress towards key organizational objectives by generating clear, actionable reports on projects, budget expenditures, travel expenses, and office purchases.
• Ensure data accuracy and timely submission of reports to maintain alignment with institutional goals.

1. Support for High-Profile Projects:

• Assist in the preparation of presentations, reports, and publications, often of a sensitive or high-profile nature, ensuring they meet the highest standards of quality and professionalism.

1. Special Projects:

• Provide support for special initiatives, events, and strategic projects led by the VPSA. Collaborate with cross-functional teams as needed to meet project goals and deadlines.

1. Supervising Administrative Staff:

• Lead and supervise an administrative student staff team, ensuring that processes, procedures, and structures align to best support Division staff members and effectively serve constituents.

1. Tracking and Resolving Administrative Issues:

• Assist the Vice Provost by tracking administrative issues to ensure they are addressed properly, efficiently, and judiciously. Maintain a system for monitoring progress on key issues and follow up until resolved.

1. Additional Duties:

• The role requires adaptability and a willingness to take on new tasks that align with the overall responsibilities of the position. This role is integral to the VPSA’s office’s success, requiring operational efficiency and strategic insight, with an emphasis on logic, reasoning, and the ability to anticipate challenges.

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.

Minimum Qualifications:

Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization plus 5 years of relevant professional experience, or, a Master’s degree or higher in a relevant area of study plus 3 years of relevant professional experience. 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.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:

Preferred Qualifications:

• Master’s degree preferred.
• High degree of proficiency in the use of Microsoft Office Suite, especially Word, Excel, and PowerPoint, along with strong Internet research skills.
• Experience managing complex calendars.
• Excellent interpersonal skills, project coordination experience, oral and written communication skills, proofreading skills, and the ability to work well with all levels of internal management and staff, external clients, and vendors.
• Proficient at prioritization and multitasking in a fast-paced environment.
• Strong administrative expertise, with experience supporting senior executives.
• Exceptional critical thinking, logical reasoning, and problem-solving abilities.
• Ability to handle sensitive and confidential information with discretion.
• Strong organizational skills, with a keen attention to detail.

Hiring Range

$64,483.58 - $88,679.60

GW Staff Approach to Pay

Healthcare Benefits

GW offers a comprehensive benefit package that includes medical, dental, vision, life & disability insurance, time off & leave, retirement savings, tuition, well-being and various voluntary benefits. For program details and eligibility, please visit

II. JOB DETAILS

Campus Location:

Foggy Bottom, Washington, D.C.

College/School/Department:

Division of Student Affairs

Family

Administration

Sub-Family

Administrative / Operations

Stream

Individual Contributor

Level

Level 3

Full-Time/Part-Time:

Full-Time

Hours Per Week:

40

Work Schedule:

Monday - Friday, 8:00 am – 5:00 pm with some evening and weekend hours required

Will this job require the employee to work on site?

Yes

Employee Onsite Status

On-campus (in person)

Telework:

No

Required Background Check:

Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search

Special Instructions to Applicants:

Employer will not sponsor for employment Visa status

Internal Applicants Only?

No

Posting Number:

S013406

Job Open Date:

Job Close Date:

If temporary, grant funded or limited term appointment, position funded until:

Background Screening

Successful Completion of a Background Screening will be required as a condition of hire.

EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.