Executive Assistant to the Executive Director, Georgetown University Alumni Association

Washington D.C.
Mar 19, 2019
Institution Type
Four-Year Institution

Executive Assistant to the Executive Director, Georgetown University Alumni Association - Office of Advancement

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.


Executive Assistant to the Executive Director, Georgetown University Alumni Association - Office of Advancement
The Executive Assistant (EA) provides high-level administrative support to the Executive Director (ED) of the Georgetown University Alumni Association (GUAA). The EA must effectively manage the ED's daily and long-term activities. He/she works to ensure the proper and efficient operations of the GUAA and Office of Alumni Relations. The EA serves as the primary liaison for the ED's office and is central to creating an atmosphere of order and professionalism in the Office of Alumni Relations. He/she will field and facilitate communication between the ED's office and various departments and offices across Georgetown. The EA also provides minimal daily administrative support for the Associate Vice President (AVP) of Alumni Engagement.

The position reports directly to the ED with some supervision by the AVP. He/she is responsible for communicating with alumni, donors, volunteers, senior staff, and academic leaders of the university. Due to the level of confidential information being handled, the position requires the use of careful judgment and discretion. The diversity in workload requires flexibility, efficiency, attention to detail and the ability to independently prioritize tasks and meet deadlines for a variety of competing assignments. This position will have considerable visibility and interaction with the university and its external constituents. Within the the Office of Alumni Relations, this position will work closely with the Senior Director of Board Operations. Director of GUAA Communications Strategy, Senior Director of Career and Regional Initiatives, Managing Director of Alliances, and Senior Director of Law Center Alumni Affairs. It will require an ability to work as a team player with people from all levels of the Georgetown University community and external constituents. The EA must be able to work independently and professionally under pressure and occasionally on an overtime basis. Duties include but are not limited to:

Calendar Management
  • Oversee the ED's and AVP's calendar, ensuring appropriately coordinated time and prioritization. Schedule individual and team-wide meetings with staff, as well as appointments with alumni and other constituents.
  • Prepare ED and AVP with meeting agendas and briefings and assist with meeting minutes and other materials as needed.
  • Coordinate the ED's and AVP's travel arrangements including reservations and payments on a cost efficiency basis.

Communications and Customer Service
  • Draft correspondence, reports, and presentations including general alumni correspondence, acknowledgements, condolences, responses to inquiries, and other as requested.
  • Promote positive public relations by responding to donor, volunteer, alumni, and staff inquiries.
  • Serve as entry point for the ED and Alumni Relations, and assist with front desk and main phone line coverage as needed.

Board Activities
  • Assist the Director and Assistant Director of Board Management in the planning and execution of Fall Leadership Weekend, Winter Leadership Weekend, Executive Committee meetings, and John Carroll Weekend events.
  • Schedule GUAA leadership transition meetings with Board Chair and University professors and administration.

General Operations
  • Oversee, track, and report on ED and all Alumni Relations budgets to ensure adherence to budget planning and the timely identification of any issues or changes.
  • Take a lead role in logistical planning for staff retreats and annual alumni association holiday party.
  • Manage office supplies, filing, and departmental equipment needs.

  • Bachelor's Degree
  • 2-3 years proven experience, preferably in a highly visible setting and working with senior management
  • Demonstrated ability to independently manage multiple complex tasks simultaneously and in an organized manner, and work effectively with a broad range of constituents
  • Flexibility, efficiency, attention to detail, and ability to prioritize tasks and meet deadlines for a wide variety of assignments
  • Outstanding interpersonal skills, a professional and collegial demeanor, and ability to exercise diplomacy
  • Excellent oral and written communication
  • Ability to handle confidential matters on a regular basis
  • Strong computer skills, including Microsoft applications (particularly Excel, Word, and PowerPoint)

Current Georgetown Employees:
If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

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:
If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected].

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.

To apply, visit https://georgetown.wd1.myworkdayjobs.com/en-US/Georgetown_Admin_Careers/job/Main-Campus/Executive-Assistant-to-the-Executive-Director--Georgetown-University-Alumni-Association---Office-of-Advancement_JR05348

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