ESSENTIAL FUNCTIONS OF THE ROLE
- Absolute discretion and confidentiality.
- Execute administrative tasks in a manner that reflects positively and professionally upon The Association of Former Students organization and its leadership.
- Coordinate tracking of all engagement efforts for programs including Former Student, Campus and Events with high degree of accuracy and in always current state.
- Cultivate strong peer relationships across campus, particularly the assistants to the CFO affiliates, as well as those in the offices of the Chancellor, the President, and the Board of Regents of Texas A&M University.
- Exhibit a high level of accuracy and analytical ability while coordinating projects of a financial nature in support of the VP & CFO. These would include annual budget, fundraising platform, accounting system upgrades, taxable fringe benefits, etc.
- Answer and screen calls, greet guests, schedule appointments, maintain calendars.
- Read and reply to email, routing to other departments as needed, create original correspondence, prepare expense, advance, mileage, and other reports.
- Prepare meeting agendas and assist before and after meetings.
- Manage travel arrangements including itineraries and all necessary collateral.
- Prepare meeting agendas and ensure offices and meeting rooms are in proper condition to receive guests at any time.
- Coordinate lunch orders for staff and guests, and prepare gift bags and baskets, as needed.
- Provide in-office support for special events as needed, including some weekends and after regular work hours.
- Other duties as assigned.
- Maintain a weekly dashboard tracking the engagement efforts of the Former Student Program, Campus Programs, and Events teams.
- Support all Programs and Events teams with administrative tasks for recurring or special events such as Worldwide Muster Roll Call.
- Prepare for Quarterly Board of Directors and Board Committee meetings including compiling Meeting Minutes.
- Gatekeeper for contracts signed by CFO, corporate credit card issuance, timely expense reporting from cardholders, invoice and expense coding and accuracy in keeping with Finance Policy.
- Receive inquiries and correspondence relating to maintenance of state fundraising compliance portal.
- Coordinate projects working with other departments and staff to track financial information, such tax-deduction and giving acknowledgements, personal use of company vehicles, ticket and entertainment packages, family travel, rental car agencies, and records for The Association’s vehicle fleet.
Highest level of professionalism, detail-orientation, efficiency, discretion, confidentiality, and organizational skills. Exceptional proof reading, project coordination, and time management skills that support a high functioning, multi-tasking work environment supporting senior executives.
Exercise discernment in anticipating and taking the initiative to meet executive’s needs in advance of being asked. Advanced word processing and data management skills (MS Office Suite: Word, Outlook, Excel), as well as spreadsheet and database skills. Must be analytical and exhibit a high degree of accuracy and confidence with financial data, budgets, and spreadsheets.
Cross-generational communication and interpersonal skills that allow for developing strong, long-lasting relationships with current and former students of all generations. Excellent oral and written communication skills as well as gracious and warm conversational skills and detailed knowledge and use of appropriate social and business etiquette. Comfortable interacting with board of directors, leadership, faculty and staff of Texas A&M University, The Association of Former Students, and the Texas A&M System.
PHYSICAL CAPACITY REQUIREMENTS
Ability to sit or stand for long periods on occasion and carry objects up to 10 pounds. Ability to work at a desk with frequent use of keyboard and monitor. We are committed to providing reasonable accommodation to applicants with disabilities; if needed, please reach out to our Human Resources department to discuss your needs.
Apply at: AggieNetwork.com / About Us / Careers at The Association
EDUCATION
Required: High School graduate or any equivalent combination of training and experience.
Preferred: Bachelor’s degree from Texas A&M University.
EXPERIENCE
Required: Two years as either an Executive Assistant, Accounting Associate, Project Administrator or equivalent.
Preferred: More than Three years of experience as an Executive Assistant, Accounting Associate, Project Administrator, or equivalent.
