Executive Assistant to the President & CEO and Senior Vice President

Description

Through our shared values and culture of professional team service, we engage and inspire the Aggie Network to support Texas Aggies and perpetuate the Aggie Spirit.

We are seeking an individual to join a highly motivated team in selflessly advancing The Association of Former Students’ noble mission by supporting our strategic engagement efforts.

While fostering our team culture in line with The Association’s Team Expectations, the ideal candidate will be someone who demonstrates skill in and devotion to :

• serving as a professional ambassador for The Association and Texas A&M;
• developing and cultivating trusted, long-term relationships;
• performing highly technical, responsible and confidential executive-level administrative duties for the President & CEO and Senior Vice President;
• exhibiting a high level of organization to effectively manage multiple efforts at a time;
• leading the entire team by example, displaying a positive attitude each day;
• successfully leading others to support a noble cause.

DUTIES

Essential Functions : Performs executive-level administrative duties in support of the President & CEO and Senior Vice President, to include, but not limited to :

• Understands the critical importance of this highly supporting role making it a chief goal to ensure the President & CEO and Senior Vice President have everything they need to represent The Association of Former Students in a premier manner each day.
• Answers and screens calls.
• Processes confidential matters and either resolves or refers appropriately.
• Greets guests.
• Makes appointments and maintains calendars.
• Makes travel arrangements, prepares travel itineraries, and assembles all travel materials.
• Drafts correspondence and produces letters in final form.
• Reads and responds to email.
• Prepares monthly expense reports, cash advance reports and other forms.
• Provides in-office support on all home game weekends including the evening before if needed, as well as on game days (either before or after the game based on kickoff, or both), Aggie Ring Days, Distinguished Alumni Gala and other special events as needed.
• Cultivates strong relationships with other executive assistants across campus particularly the assistants of the CEO affiliates, as well as those in the Chancellor’s Office, President’s Office, and Office of the Board of Regents.
• Coordinates lunch orders for staff and meeting guests when needed.
• Provides support to the Executive Staff and Board Chair during commencement, including regalia delivery and correspondence with the Registrar’s Office.
• Provides office support for special events as needed.
• Ensures Association vehicles are well maintained, cleaned, and filled with fuel weekly paying close attention to tires and window decals.
• Prepares quarterly mileage reports.
• Prepares meeting agendas and assists with preparation and set-up for meetings.
• Routes mail not requiring the President & CEO’s and Senior Vice President’s attention.
• Prepares work schedules and supervises the Executive Student Assistants.
• Prepares and conducts performance appraisals for the Executive Student Assistants.
• Orders and maintains inventory of promotional items and various supplies for the Executive Administration area.
• Prepares gift bags and baskets as needed.
• Coordinates campus tours and communicates with families of prospective students when needed.
• Ensures President & CEO’s office and ante room and Senior Vice President’s office remain in proper condition, communicating any maintenance or cleaning needs to Facilities and Custodial staff.
• Manages the set-up and clean-up of meeting rooms used by the President & CEO and Senior Vice President as well as meeting rooms used by the Board of Directors.
• Conducts a thorough review of the President & CEO’s emails each Monday and Wednesday morning and provides a detailed report as to which emails still need attention.
• Provides a call list to the President & CEO each Wednesday morning as to calls that have not yet been returned.
• Schedules and coordinates special Aggie Ring Day presentations in the President & CEO’s office, corresponding with students and their families to ensure a perfect day for them.
• Maintains athletic ticket log; documenting when President & CEO allocates Zone Club tickets, using the information to prepare an annual report to CFO.

Assists the Senior Vice President in preparation for Board Meetings.

• Receives minutes taken at quarterly Board meetings and produces minutes in final form, using the utmost discretion.
• Conducts site visits to local hotels each summer and negotiates following year’s contracts for hotel accommodations for Board members.
• Manages hotel arrangements for the Board of Directors and others as requested.
• Receives and handles Board member RSVP responses for the quarterly meetings.
• Assists in the preparation of agendas and supporting documents.
• Responsible for the compilation of the Board’s quarterly meeting notebooks, including maintaining and placing meeting notebook supply orders as needed.
• Prepares gift bags and baskets as needed.

Assists with administrative and logistical planning for Leadership Council meetings and workshops.

• Manages registration for all Leadership Council members, guests and staff.
• Manages Leadership Council website and keeps content up to date.
• Creates and compiles all Leadership Council meeting materials.
• Coordinates staffing support for all Leadership Council meetings.
• Takes minutes at Leadership Council meetings and produces minutes in final form.

Assists the Engagement division with administrative tasks, which includes, but is not limited to :

• Maintains a weekly dashboard to track the engagement efforts of the Former Student Programs, Campus Programs and Events teams.
• Proofreads all mass electronic communications being sent from the Former Student Programs, Campus Programs and Events teams prior to being sent to the Communications team for review.
• Assists the Former Student Programs, Campus Programs and Events teams with administrative tasks as needed to include Worldwide Muster Roll Call.

Participates and provides input on various Association-wide activities which may include :

• Actively contributing to efforts to achieve donor growth goal.
• Providing on-site event support for Board and Leadership Council Meetings.
• Participation on internal event and task committees.
• Participation in Association events including, but not limited to, GatheRing, Aggie Ring Day, Reunions, Distinguished Alumni Gala, and All-Aggie Hullabaloo events, as needed.
• Represents The Association as needed at events.
• Serves as an ambassador for The Association by meeting Team Expectations; supporting The Association’s fundraising, branding, and communications efforts;

and fostering relationships with former students, current students, parents, faculty, staff, and friends of Texas A&M. Occasional other duties as assigned.

Requirements

SUPERVISION

Received : President & CEO and Senior Vice President.

Given : Executive Student Assistants.

EDUCATION

Required : High School graduate or any equivalent combination of training and experience.

Preferred : Bachelor’s degree from Texas A&M University.

EXPERIENCE

Required : Five years at the Executive Assistant level or equivalent.

Preferred : Eight or more years at the Executive Assistant level.

SKILLS

Required : Highest level of professionalism, accuracy and efficiency, utmost discretion, and supreme organizational skills.

Must be extremely intuitive and take initiative, always being a step ahead of the President & CEO and Senior Vice President.

Exceptional organizational, planning and project management skills. Ability to develop strong, long-lasting and professional relationships with former students and current students of all generations.

Extremely detail oriented. Excellent oral and written communication skills with warmth, sincerity, and graciousness to exude in every conversation, both written and oral.

Must have exceptional proofreading skills. Ability to work independently as well as with a high-functioning team in an ever-changing and multi-tasking environment with numerous deadlines and interruptions.

Effective time management skills. Flexibility to adjust to rapidly changing situations and have the ability to derive solutions to unexpected last-minute challenges while keeping a positive attitude.

Enhanced ability to listen and accurately transcribe. Ability to develop long-lasting and professional relationships and interact with students and former students, along with the leadership, faculty and staff of Texas A&M and A&M System.

Working knowledge of standard office equipment. Advanced software skills, including MS Word, Excel, Outlook and Google Suite to perform administrative duties as required in maintaining communications, databases, and spreadsheets.

Excellent keyboarding, word-processing and spreadsheet skills.

Remember to check your CV before applying Also, ensure you read through all the requirements related to this role.

PHYSICAL REQUIREMENTS

Required : The employee will occasionally be required to lift up to 20 pounds. Frequent use of computer and keyboard.

OTHER

Required : Professional attire and behavior. Outgoing personality with a positive and friendly attitude. This position is required to work 8 : 00 5 : 30 p.

m. each day unless otherwise communicated by the President & CEO and Senior Vice President. Availability to work occasional evenings as well as weekend events is required, including prior to every home football game and sometimes after, depending on the kickoff time.

May need to work late on occasion with little notice if a late afternoon meeting arises at the last minute. Must have a heart to serve in any way needed, maintaining a spirit of flexibility and willingness to seek ways to go above and beyond to do whatever it takes to serve.

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