Executive Coordinator, Office of the Senior Vice President and Chief Operating Officer Georgetown University

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.

Requirements

Executive Coordinator, Office of the Senior Vice President and Chief Operating Officer - Georgetown University

The Executive Coordinator provides administrative and logistical support to the Senior Vice President and Chief Operating Officer (SVP/COO). A self-directed team player who takes initiative, anticipates needs, ensures consistent high quality products and materials, and adapts to different situations, the Executive Coordinator has foremost responsibility for all aspects of the SVP/COO's schedule, including making all arrangements for day-to-day meetings, events and travel with consistency and acute attention to detail, ensuring that all materials for meetings are distributed to participants in a timely manner, and that all meetings are confirmed. They also handle all email monitoring of the SVP/COO's account and response coordination, daily briefing book preparation, assistance with preparation for meetings of the Board of Directors and correspondence, event support for events organized by the Office of the COO and other duties as assigned.

The Executive Coordinator has significant contact with all persons who interact with the SVP/COO's Office. They manage complex needs of the SVP/COO, and consequently, this position is critical to the proper functioning of the SVP/COO's office. They must gain a firm grasp of the organization of the SVP/COO's organization, and of the University more broadly, and maintain a strong working relationship with offices throughout the University.

In a highly visible position, the Executive Coordinator interacts closely with all direct reports of the SVP/COO, as well as with all levels of University leadership, counterparts in other offices, Board members and their representatives, and external colleagues. As well, they interact on a regular basis with internal as well as external constituencies including faculty, staff, students, alumni, University officials, local, national and international government officials and VIP dignitaries. As such, the professionalism with which Executive Coordinator performs their duties impacts the impression that faculty, staff, students and visitors have of the SVP/COO's organization. Reporting to the Associate Vice President/Chief of Staff, the Executive Coordinator has duties that include but are not limited to:

Management of Schedule

• Manage the SVP/COO's day-to-day schedule: set up appointments, schedule meetings, resolve conflicting priorities, and ensure the SVP/COO is on time, organized and well-prepared with advance materials for each meeting/appointment.
• With direction on style and preferences, manage the SVP/COO's calendar, including arranging and scheduling logistical details for meetings, teleconference, special events and travel arrangements.
• Adjust calendar and plans as necessary without causing disruption.
• Ensure all necessary support is provided for the SVP/COO when conducting meetings, special events, speeches and presentations.
• Follow up on calendaring and other critical requests in a timely manner.
• Coordinate the other participating parties and departments to make sure calendar and participants are up to date with information they need in advance of meetings.
• Materials Preparation and Organization
• Conserve the SVP/COO's time by gathering background information, researching issues and meeting attendees, preparing executive briefs, summaries and other materials.
• Prepare a daily briefing book.
• Prepare documents (to include making copies, PDF's, etc.) as required for the SVP/COO and other reporting staff. Ex: Board of Directors meeting preparation. Prepare a daily briefing book for the SVP/COO, including materials for each meeting and any needed logistics information. Provide necessary materials to other meeting participants.
• Develop and continually refine office filing systems.
• Monitor, assess, and improve business processes by leveraging technology and organization.
• Establish comprehensive tracking/feedback systems for the SVP/COO to ensure issues are recorded, addressed and resolved.

Office Communication

• Monitor the SVP/COO's email (as directed by the SVP/COO) as well as the central Office of the COO email account. Assist SVP/COO and Assoc. VP/Chief of Staff with review and prioritization of email. Flag and track items that are time sensitive or require prioritization.
• Receive and screen inquiries from faculty, students and staff, communicating with and establishing their priority with the SVP/COO.
• Maintain regular communication with units within the SVP/COO organization to ensure deadlines are met. Gain cooperation of others while working as a team player.
• Provide supervisor with issues that may need further clarification or communication from the SVP/COO.
• Professionally represent the SVP/COO at all times.

Other Duties as Assigned

• Perform other duties as assigned generally.
• Perform other duties required as a results of additional responsibilities acquired by the SVP/COO and events held at and/or hosted by the SVP/COO.
• Perform other duties as assigned in support of other Vice President positions that report to the SVP/COO.

Qualifications

• Bachelor's degree
• E to 5 years of progressively complex administrative and customer service experience supporting senior leadership or C-level executive(s)
• Excellent written and oral communication skills, including grammar, spelling and composition are necessary
• Exceptionally strong organizational skills and analytical abilities, and demonstrably proven interpersonal skills and experience providing complex administrative support in a high profile environment with courtesy, professionalism, diplomacy, efficiency and confidentiality
• Ability to effectively manage and prioritize multiple tasks and work under pressure.
• Proficiency in use of standard office equipment such as printers, copiers, faxes, and scanners
• Excellent skills with standard office productivity software, including Gmail, Google Calendaring and other applications, Microsoft Office Suite (MSWord, Excel, Outlook and PowerPoint), including the use of advanced formatting of Word, the ability to set up and use Excel spreadsheets
• Extremely organized, flexible and creative, and able to work with a variety of personalities and constituencies to meet the demands of the job.
• Proactive self-starter who will also takes direction and feedback from supervisors
• Proactively engages with, learns from. and communicates with evolving technologies to enhance the productivity of the SVP/COO and team

This position has been designated as Hybrid 1 Day. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position's mode of work designation. Complete details about Georgetown University's mode of work designations for staff and AAP positions can be found on the Department of Human Resources website: Mode of Work Designation.

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 ideaa@georgetown.edu opens new window" target="_blank" href="https://apptrkr.com/get_redirect.php?id=2577911&targetURL=mailto:ideaa@georgetown.edu">ideaa@georgetown.edu.

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 opens new window" target="_blank" href="https://apptrkr.com/get_redirect.php?id=2577911&targetURL=https://benefits.georgetown.edu/">https://benefits.georgetown.edu or view the online interactive benefits guide for more information.


To apply, visit https://apptrkr.com/2577911





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