ESSENTIAL FUNCTIONS
- 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.
- Liaise with a wide range of constituents including current and former students, faculty and friends of Texas A&M University, and The Association of Former Students Board of Directors.
- Cultivate long-term peer relationships within the offices of the Chancellor, Board of Regents, and President of Texas A&M University.
- Manage all communications channels on behalf of the President & CEO, including tracking correspondence, logging incoming calls, drafting communications, proofing, and maintaining status reports.
- On-site support for all home game weekends (evenings as necessary), Aggie Ring Days, Distinguished Alumni Gala and other special events as needed.
Perform executive-level administration for the President & CEO, such as:
- Answer and screen calls, greet guests, schedule appointments, maintain calendar.
- Read and reply to email, create correspondence, prepare expense, advance, mileage, and other reports including annual ticket allocations for the CFO.
- Prepare meeting agendas and assist before and after meetings.
- Manage travel arrangements including itineraries and all necessary collateral.
- For commencements, support executive staff and Board Chair with regalia delivery and Registrar correspondence.
- Ensure office, meeting and board rooms are in proper condition to receive guests at all times.
- Coordinate all special events and presentations occurring in the President & CEO’s office as well as campus tours with families of prospective students when needed.
- Supervise student assistants including delegating work assignments (such as maintaining Association vehicles with fuel weekly) and conduct annual performance appraisals.
- Maintain inventory of promotional supplies for the Executive Administration area.
- Other duties as assigned.
- Administrate Board of Directors RSVP’s, and manage hotel arrangements for Board and other guests as needed.
- Prepare Board Meeting agendas and collateral documents, including compiling notebooks and maintaining supplies.
- Produce final version of Board Meeting Minutes.
- Negotiate contract renewals for hotel accommodations, including site visits.
- Manage registration for Leadership Council members, guests, and staff.
- Oversee and maintain status of Leadership Council website.
- Coordinate staffing support for Leadership Council meetings.
- Create and compile all meeting materials.
- Take minutes of Leadership Council meetings and produce final version.
- Actively contribute to annual donor goals.
- Represent The Association at events, as needed.
- Other duties as assigned.
Highest level of professionalism, accuracy, efficiency, discretion and organizational skills. Exceptional proof reading, transcription, and time management skills that support a high-functioning, multi-tasking work environment. Exercise discernment in anticipating and taking the initiative to meet executive’s needs in advance of being asked. Advanced word processing skills (MS Office Suite, Outlook, Google Suite), as well as spreadsheet and database skills. 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 and the A&M System.
PHYSICAL CAPACITY REQUIREMENTS
Ability to sit or stand for long periods on occasion and carry objects up to 10 pounds. The 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 & EXPERIENCE
Required: Minimum of five (5) years as Executive Assistant or an equivalent role, with High School diploma or equivalent.
Preferred: Eight (8) years of experience as Executive Assistant or an equivalent role in a fast-paced, high-profile organization with bachelor's degree from Texas A&M University in College Station.
