Administrative Assistant to 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:

(i) serving as a professional ambassador for The Association and Texas A&M;

(ii) developing and cultivating trusted, long-term relationships;

(iii) performing highly technical, responsible and confidential executive-level administrative duties for the Senior Vice President, while providing backup support the Executive Assistant to the President and CEO when he/she is not in the office, ensuring continuity in the Office of the President and CEO.

(iv) exhibiting a high level of organization to effectively manage multiple efforts at a time; and

(v) successfully leading others to support a noble cause.

DUTIES

Essential Functions: Performs executive-level administrative duties in support of the Senior Vice President.

• Understands the critical importance of this highly supportive role and ensures the Senior Vice President has everything needed to represent The Association of Former Students in a premier manner each day.
• Provides backup support to the Executive Assistant to the President and CEO when she/he is not in the office, ensuring continuity in the Office of the President and CEO.
• Cultivates strong relationships with other executive/administrative assistants across campus in support of the Senior Vice President’s relationships with campus administrators.
• Makes appointments and maintains calendar for the Senior Vice President.
• Greets guests of the Senior Vice President.
• Answers and screens calls for the Senior Vice President.
• Makes travel arrangements, prepares travel itineraries and assembles all travel materials.
• Drafts correspondence on behalf of the Senior Vice President and produces letters in final form.
• Prepares monthly expense reports, cash advance reports and other forms for the Senior Vice President.
• Provides in-office support to the Senior Vice President on all home football gamedays, Aggie Ring Days, Distinguished Alumni Gala and other special events as needed.
• Coordinates lunch orders for staff and meeting guests when needed.
• Ensures Association vehicle is well maintained, cleaned and filled with fuel weekly.
• Prepares quarterly mileage reports for the Senior Vice President.
• Prepares meeting agendas and assists with preparation and set-up for meetings.
• Prepares gift bags and baskets as needed.
• Leads by example, displaying a positive attitude each day.

Assists the Senior Vice President in preparation for and during Board Meetings.

• Receives minutes taken at quarterly Board meetings and produces minutes in final form, using the utmost discretion.
• Manages the set-up and clean-up of meeting rooms used for Board meetings as well as individual meeting rooms used by the Board of Directors.
• Maintains appropriate supply inventory to be used during quarterly Board meetings.
• Responsible for the compilation of the Board’s quarterly meeting notebooks, including maintaining and placing meeting notebook supply orders 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:

• Maintaining a weekly dashboard to track the engagement efforts of the Former Student Programs, Campus Programs and Events teams.
• Proofreading 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.
• Assisting the Former Student Programs, Campus Programs and Events teams with administrative tasks as needed.

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

• Actively contributing to efforts to a