Administrative Assistant to Senior Vice President and Vice President

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.

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 newest colleague will join our Executive Administration team in advancing our mission through dedicated support that ensures the Senior Vice President and the Vice President & CFO have everything they need to represent The Association with excellence each day.

OUR CULTURE AND BENEFITS

We work in an inclusive, professional, creative, 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 meeting agendas, tracking projects for engagement efforts, or creating financial schedules and presentation slides, you'll have opportunities to expand your career skills. Professional development and continuous growth are fundamentals in our organization. What we do and how we do it is enhanced by using the most current tools relevant to each role.

All full-time employees are eligible for generous, 100% Association-funded benefits including healthcare, life insurance equal to annual income, 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.

Coordinate tracking of all engagement efforts for programs including Former Student, Campus and Events with high degree of accuracy and in always current state.

Cultivate strong peer relationships across campus, particularly the assistants to the CFO affiliates, as well as those in the offices of the Chancellor, the President, and the Board of Regents of Texas A&M University.

Exhibit a high level of accuracy and analytical ability while coordinating projects of a financial nature in support of the VP & CFO. These would include annual budget, fundraising platform, accounting system upgrades, taxable fringe benefits, etc.

ROUTINE DUTIES

Answer and screen calls, greet guests, schedule appointments, maintain calendars.

Read and reply to email, routing to other departments as needed, create original correspondence, prepare expense, advance, mileage, and other reports.

Prepare meeting agendas and assist before and after meetings.

Manage travel arrangements including itineraries and all necessary collateral.

Prepare meeting agendas and ensure offices and meeting rooms are in proper condition to receive guests at any time.

Coordinate lunch orders for staff and guests, and prepare gift bags and baskets, as needed.

Provide in-office support for special events as needed, including some weekends and after regular work hours.

Other duties as assigned.

Assist the Engagement Division with administrative tasks, such as:

Maintain a weekly dashboard tracking the engagement efforts of the Former Student Program, Campus Programs, and Events teams.

Assist all Programs and Events teams with administrative tasks for recurring or special events such as Worldwide Muster Roll Call.

Perform administrative duties in support of the Vice President & CFO, such as:

Prepare for Quarterly Board of Directors and Board Committee meetings including compiling Meeting Minutes.

Gatekeeper for contracts signed by Vice President & CFO, corporate credit card issuance, timely expense reporting from cardholders, invoice and expense coding and accuracy in keeping with Finance Policy.

Receive inquiries and correspondence relating to maintenance of state fundraising compliance portal.

Coordinate projects working with other departments and staff to track financial information, such tax-deduction and giving acknowledgements, personal use of company vehicles, ticket and entertainment packages, family travel, rental car agencies, and records for The Association's vehicle fleet.

Requirements

EDUCATION

Required: High School graduate or equivalent.

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

EXPERIENCE

Required: Two years as either an Executive Assistant, Accounting Associate, Project Administrator or equivalent.

Preferred: More than Three years of experience in an Executive Assistant, Accounting Associate, Project Administrator role, or equivalent.

KNOWLEDGE, SKILLS & EXPERIENCE (Minimum Requirements)

Highest level of professionalism, detail-orientation, efficiency, discretion, confidentiality, and organizational skills. Exceptional proof reading, project coordination, and time management skills that support a high functioning, multi-tasking work environment supporting senior executives.

Exercise discernment in anticipating and taking the initiative to meet executive's needs in advance of being asked. Advanced word processing and data management skills (MS Office Suite: Word, Outlook, Excel), as well as spreadsheet and database skills. Must be analytical and exhibit a high degree of accuracy and confidence with financial data, budgets, and spreadsheets.

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 University, The Association of Former Students, and the Texas A&M System.

PHYSICAL CAPACITY REQUIREMENTS

Ability to sit or stand for long periods on occasion and lift and carry up to 10 pounds. Ability to work at a desk with frequent use of keyboard and monitor.

We are committed to providing reasonable accommodations to applicants with disabilities; if needed, please reach out to our Human Resources department to discuss your needs.

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

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

SUPERVISION

Received: The Senior Vice President and also the Vice President & Chief Financial Officer.

Given: None.

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 University.

Exemplify Our Core Values.