Executive Assistant to President & CEO and Senior Vice President

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Description

WHAT WE CAN DO TOGETHER

The Association of Former Students engages and inspires the Aggie Network for Texas A&M University in perpetuating the Aggie Spirit. Through our Annual Fund, as well as other revenue streams, we provide scholarships, endowments, emergency student loans, and awards for faculty excellence. Our Executive Assistant will support our mission through professional administrative support and representing the offices of our President & CEO and our Senior Vice President.

Our Culture And Benefits

We work in a fast-paced, inclusive, professional, and collaborative environment that delivers a strong positive social impact to current and former students, alumni, faculty, and friends of Texas A&M University. Whether preparing for meetings of the Board of Directors, or delivering on-the-job excellence on behalf of executive leadership, you’ll have opportunities to expand your career skills. Development and continuous growth are fundamentals in our organization. What we do and how we do it is enhanced by advanced tools relevant to each role.

All full-time employees are eligible for generous, 100% Association-funded benefits including healthcare, life insurance, savings plan, long-term disability insurance, long-term care insurance and exceptional holiday and paid time off schedules. Also, you may enhance your benefits through additional self-paid coverage such as short-term disability, family healthcare, increased life insurance and more, to fit your unique personal and family needs. The Association of Former Students is a designated non-profit employer for the Public Service Loan Forgiveness student loan program.

A CAREER WITH IMPACT AND MEANING

Your efforts will bring the Aggie Network to life, helping students, alumni, and faculty stay connected in meaningful ways. You will directly support scholarships, emergency student aid, and faculty excellence and help shape the future of Aggies for years to come.

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.
  
  

ROUTINE DUTIES

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.
  
  

Assist the Senior Vice President in preparation for Board Meetings, Leadership Council Meetings and Workshops:

• 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.
  
  

Requirements

KNOWLEDGE, SKILLS & EXPERIENCE (Minimum Requirements)

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.

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.

SUPERVISION

Received: President & CEO and Senior Vice President.

Given: Executive Student Assistants.

EMPLOYEES OF THE ASSOCIATION OF FORMER STUDENTS

• Participate in various Association-wide activities such as engagement and fundraising goals, internal event teams, task committees, attending gameday receptions, Distinguished Alumni Gala and other external events as required.
• Serve as an ambassador by meeting our Team Expectations, fostering relationships with students and other constituents of Texas A&M.
• Exemplify Our Core Values.