Requirements
The Special Assistant to the Dean and Executive Vice President (SA) provides C-suite level support to the Dean and Executive Vice President (Dean/EVP). A key member of the Dean’s Office team, the incumbent assists the Chief of Staff {COS) in managing the day-to-day functions of the Office of the Dean. S/he is responsible for a wide range of responsibilities including supporting daily operations in the Dean’s Office, ensuring that the Dean/EVP is on time, organized, and well prepared in advance of each meeting/appointment, preparing daily briefing materials. This position is the first point of contact for internal and external stakeholders working with the Dean/EVP including Associate Deans, Law Center faculty, staff, and students, alumni, members of the Georgetown community including senior leadership, and other external parties including VIPs. Reporting to the Chief of Staff (COS) but working closely and directly with the Dean/EVP, the Special Assistant has additional duties that include but are not limited to:
Daily Materials and Schedule Management
Gather, prepare, present and manage the daily materials of the Dean/EVP, which includes preparing the Dean/EVP’s daily briefing book in advance of each day.
Liaise with other departments and individuals to assemble pertinent information, agendas and briefing materials in advance of appointments.
Ensure that the Dean/EVP is on time, organized, and well-prepared m advance of each meeting/appointment.
Work in close coordination with the Executive Scheduler and other administrative staff to manage the Dean’s daily schedule, support meetings, confirm appointments, and resolve conflicting priorities.
Adjust daily plans as needed with minimal disruption, screening all inquiries for the Dean and providing thoughtful recommendations for response.
Staff the Dean/EVP at events and meetings as needed.
Administrative Support
Provide C-Suite-level support, working with the COS to ensure successful operations of Dean’s Office.
Greet the Dean’s Office visitors, answering phones and responding to email and other correspondence.
With COS and Dean’s Office team, establish processes to meet the evolving needs of the Dean/EVP and the office.
Review, assess, and improve work flow and business processes in the Dean’s Office by leveraging technology and organization, developing processes for effective follow-up within the Dean/EVP’s team, Dean’s Office and the larger community.
Evaluate on an ongoing basis, in collaboration with the Dean/EVP, COS and team, operations within the office, recommending and implementing best practices for work flow, including technology needs.
Process Invoices, expense reports, and manage procurement card reconciliation for members of the Dean’s Office team, including the Dean/EVP, COS and Director of Faculty Affairs.
With Dean/EVP and COS, establish objectives that proactively meet the Dean/EVPs needs, arranging logistics for meetings and teleconferences, including Zoom information, catering, and other needs.
Provide backup to Executive Scheduler for arranging complex calendar and travel schedule, including scheduling meetings and arranging business travel, Including transportation and accommodations.
Monitor daily events and notify relevant parties of competing or conflicting demands, compiling, organizing, and maintaining relevant files and data.
Handle the ordering and maintaining supplies, stationary, and other essentials necessary to the executive level functioning of the Dean’s Office, organizing course materials for classes taught by Dean/EVP.
Provide occasional administrative support, including scheduling and material prep, for the Associate Deans in their administrative leadership roles at the Law Center.
Dean’s Office Communication, Special Projects, Environment and Brand
Maintain a clear understanding of the key projects within the Dean’s Office purview and the broader organizational priorities and represent the Dean/EVP’s positions within the organization when needed.
Develop top quality written materials that reflect the Dean/EVP’s vision and voice including correspondence, strategic materials, reports, agendas, meeting minutes, talking points, and other communications.
Track, prepare and distribute all inbound and outbound correspondence, monitoring, distributing, and responding to voicemails and emails received through the Dean’s Office phone and email systems, including the Dean/EVP’s broadcast email account.
Perform project related research and provide project management support for Dean’s projects, events, and other key initiatives as needed, seeing projects through to completion in a timely manner.
Understand major issues at the Law Center, University and in higher education and provide summaries to the Dean/EVP, reading, summarizing, and distributing appropriate publications and reports to senior leadership.
Work closely with the Office of Communications and other Law Center departments to promote consistent one-voice, one-brand Law Center, including written, visual, and graphic identity.
Assist in maintaining Dean’s Office aesthetic environment for maximum organization and professionalism and review correspondence, drafting notes, letters, and other documents to ensure “one voice” is heard.
Liaise regularly with Law Center departments to ensure policies and procedures are current and that deadlines are met, conferring with COS on any issues or projects that may need clarification or communication from the Dean.
Provide an inclusive, positive, and proactive atmosphere, for all guests, faculty, students and staff, having a deep understanding of the Law Center’s structure and community, and developing working relationships with those within and outside the Dean’s Office.
Professionally represent the Law Center and the Dean’s Office at all times.
Requirements and Qualifications
Bachelor’s degree
A minimum of 2 years of professional experience with a background in communications, project management and/or customer service
Familiar with Microsoft Office, including word, excel, power point, and Google Suite
must be willing and able to work during the hours of 8:30 am and closes at 5:30 pm on most workdays {M-F), with the willingness to work evenings, weekends, and/or overtime as needed
Highly professional and proactive, and demonstrate the ability to quickly adapt to changing circumstances and confidently identify and manage priorities
Innovative thinker and problem solver, effective at developing and implementing solutions with superb verbal and written communication skills, including writing, editing, and proofreading
High level of accuracy and attention to detail at all times while exercising sound judgment in a diplomat and discreet manner while working in a high profile environment
Outstanding working knowledge of organizational structure of Georgetown Law and Georgetown University, with the ability to prioritize effectively and manage multiple projects at one time and demonstrate poise and tact under pressure
Exhibit the highest standards of professional ethics including confidentiality and integrity, with a confident demeanor and excellent rapport when interacting with all levels of faculty, staff, students, alumni and other constituencies
Ability to conduct research, assimilate data, communicate effectively, and work both independently and as part of a team
Ability to present a positive and professional image of the Dean/EVP’s Office and Georgetown Law
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Submission Guidelines:
Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.
Need Assistance:
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Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown’s commitment to its employees, please visit the Georgetown Works website .
EEO Statement:
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 .
Benefits:
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.
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