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Executive Assistant to President and CEO

1 month ago

College Station, United States Association of Former Students of Texas A & M Univ Full time
Job Description

Job Type

Full-time

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 seek an individual to join a highly motivated team in selflessly advancing The Association of Former Students' noble mission by Performs highly technical, responsible, and confidential executive-level administrative duties for the President and CEO.

NOTE TO APPLICANTS: An application must be completed in its entirety in a single session. The system does not allow the applicant to save their information and return later to complete the application. Please have all materials on hand before starting the application.

DUTIES

Performs executive-level administrative duties in support of the President and CEO:

  • Understands the critical importance of this highly supporting role - making it a chief goal to ensure the President and CEO has everything he needs 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 of the President and CEO.
  • Makes appointments and maintains calendar for the President and CEO.
  • Makes travel arrangements, prepares travel itineraries, and assembles all travel materials.
  • Drafts correspondence on behalf of the President and CEO and produces letters in final form.
  • Reads and responds to email on behalf of the President and CEO.
  • Conducts a thorough review of the President and 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 and CEO each Wednesday morning as to calls that have not yet been returned.
  • Prepares monthly expense reports, cash advance reports and other forms for the President and CEO.
  • Provides in-office support to the President and CEO 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).
  • 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.
  • Schedules and coordinates special Aggie Ring Day presentations in the President and CEO's office, corresponding with students and their families to ensure a perfect day for them.
  • 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 vehicle is well maintained, cleaned, and filled with fuel weekly - paying close attention to tires and window decals.
  • Prepares quarterly mileage reports for the President and CEO.
  • Prepares meeting agendas and assists with preparation and set-up for meetings.
  • Routes mail not requiring the President and CEO'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.
  • Maintains athletic ticket log, documenting when President and CEO allocates Zone Club tickets, using the information to prepare an annual report to CFO.
  • Ensures President & CEO's office and ante room remain in proper condition, communicating any maintenance or cleaning needs to Facilities and Custodial staff.
  • Leads the entire team by example, displaying a positive attitude each day.

Assists the Senior Vice President in preparation for Board Meetings:
  • 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.
  • Manages the set-up and clean-up of meeting rooms used by the President and CEO as well as meeting rooms used by the Board of Directors.
  • Assists in the preparation of agendas and supporting documents.
  • Responsible for the compilation of the Board's quarterly meeting notebooks.
  • Prepares gift bags and baskets as needed.

Participates in and provides input on various Association-wide activities:
  • Actively contributes toward efforts to achieve our culture, engagement, and fundraising goals.
  • Provides on-site event support for Board and Leadership Council meetings.
  • Participates on internal event teams and task committees.
  • Participates in Association events, including but not limited to Aggie Muster, Aggie Ring Day, Reunions, Distinguished Alumni Gala, Pass It Back Day, All-Aggie Grad Party, and All-Aggie Hullabaloo, as needed.

Serves as an ambassador for The Association:
  • Meets our Team Expectations.
  • Supports The Association's marketing, communications, and branding initiatives.
  • Fosters relationships with students, former students, parents, faculty, staff, and friends of Texas A&M.
  • Attends external events in support of the President and CEO or on behalf of The Association, as directed.

Other duties as assigned:

This description of expected duties is neither all-inclusive nor permanent. Employees may be required to take on additional duties without notice.

TEAM EXPECTATIONS

The Association of Former Students is a team, and each member of the team is important to the overall success of the organization. To achieve our goals and mission, each team member will:
  • Display a positive, customer-focused attitude and treat all individuals with courtesy and respect.
  • Manage each customer experience with the highest level of service and enthusiasm. Seek opportunities to exceed expectations and develop lasting relationships.
  • Make innovative contributions by proactively challenging current practices and suggesting and implementing improvements.
  • Contribute to our team environment by being a productive, supportive and reliable teammate. Take responsibility for their actions and the outcomes produced.
  • Lead with a positive example and in doing so, inspire others to fulfill the expectations of our team.


Requirements

KNOWLEDGE, SKILLS & ABILITIES

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 and CEO. 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 and be very detail oriented. Ability to work independently as well as with a high-functioning team in an ever-changing and multi-tasking environment with numerous deadlines. Effective time management skills. Flexibility to adjust to rapidly changing situations and have the ability to derive solutions to unexpected last-minute challenges. 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 Microsoft Word, Excel, and Google Suite, to perform administrative duties as required in maintaining communications, databases, and spreadsheets. Ability to lift objects up to 20 pounds and carry them 50 feet.

OTHER REQUIREMENTS

Strong commitment to the mission and vision of The Association of Former Students, with the ability and desire to advocate for the organization and Texas A&M University. Professional attire and behavior. Outgoing personality with a positive and friendly attitude. This position is required to work 8 a.m. to 5:30 p.m. each day unless otherwise communicated by the President and CEO. Availability to work occasional evenings as well as weekend events is required, including prior to every home football game. 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. Texas driver's license and ability to safely operate a motor vehicle.

EXPERIENCE

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

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

EDUCATION

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

Preferred: Supplemental business courses with specific training on advanced software, including Microsoft Word, Excel, and Google Suite.

SUPERVISION

Received: President and CEO.

Given: Executive Student Assistants.