Administrative Assistant to Senior Vice President and Vice President & CFO

Description

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:

• Serve as a professional ambassador for The Association and Texas A&M;
• Develop and cultivate trusted, long-term relationships;
• Perform detail-oriented, responsible and confidential executive-level administrative duties for the Senior Vice President and Vice President & Chief Financial Officer;
• Exhibiting a high level of organization to effectively manage multiple efforts at a time; 
• Display positive attitude as well as exhibit ambition, resourcefulness, and diligence;
• Successfully lead others to support a noble cause.

DUTIES

Perform executive-level administrative duties in support of the Senior Vice President and Vice President & CFO, such as:

• Understand the critical importance of this highly supporting role – making it a chief goal to ensure the Senior Vice President and Vice President & CFO have everything they need to represent The Association of Former Students in a premier manner each day. 
• Cultivate strong relationships with other administrative assistants across campus – particularly the assistants to the CFO affiliates, as well as those in the Chancellor’s Office, President’s Office, and Office of the Board of Regents.
• Answer and screen calls.
• Greet guests.
• Process confidential matters and either resolves or refers appropriately.
• Manage calendars.
• Read and respond to email.
• Route mail not requiring the Senior Vice President’s and Vice President & CFO’s attention.
• Coordinate lunch orders for staff and meeting guests when needed. 
• Prepare monthly expense reports, cash advance reports and other forms.
• Provide office support for special events as needed. 
• Make travel arrangements, prepares travel itineraries, and assembles all travel materials. 
• Draft correspondence and produces letters in final form.
• Prepare meeting agendas and assists with preparation, set-up and clean-up of conference rooms used by the Senior Vice President and Vice President & CEO.
• Ensure Senior Vice President’s and Vice President & CFO’s offices remain in proper condition.
• Prepare gift bags and baskets as needed.

Assist the Engagement division with administrative tasks, such as:  

• Maintain a weekly dashboard to track the engagement efforts of the Former Student Programs, Campus Programs and Events teams.
• Assist the Former Student Programs, Campus Programs and Events teams with administrative tasks as needed to include Worldwide Muster Roll Call.

Perform executive-level administrative duties in support of the Vice President and Chief Financial Officer, such as:

• Assist with preparations for Quarterly Board and Committee meetings – assembling electronic materials provided by CFO (Presentation decks, financial schedules, memos, etc.), and assists with compiling Meeting Minutes.
• Gatekeeper for contracts and documents to be signed by CFO; manages proper document and file management systems for the Finance team.
• Manage the issuance of corporate credit cards to employees and facilitate the timely preparation of expense reporting by and from all cardholders to Accounting.
• Provide initial Accounting review/approval for proper coding, authorization and clerical accuracy of Invoices and Expense Reports according to Finance Policy.
• Maintain and updates State Fundraising compliance portal with information provided by CFO; handles all related inquiries, requests and correspondence.
• Serve as a Project Coordinator for certain internal projects and initiatives involving Finance, including the Annual Budget, Ongoing Enhancements to The Association’s Fundraising Platform, Accounting System upgrade, and other similar projects.
• Work with The Association’s Engagement Team to gather information to provide tax-deduction and giving acknowledgements for Event sponsorships (this does not include Annual Fund and/or Major Gift Stewardship).
• Assist in the tracking and reporting of taxable fringe benefits (personal use of company vehicles, ticket and entertainment packages, spouse/family travel, etc.). 
• Assist with the administration of the Company’s hazard and professional liability insurance policies.
• Maintain and update records pertaining to The Association’s vehicle fleet and/or contracts with rental car agencies.

Participate in various Association-wide activities, as needed, 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.
• Represents The Association 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: Senior Vice President and Vice President & Chief Financial Officer.

Given: None.

EDUCATION

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

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

EXPERIENCE

Required: Two years as either an Executive Assistant, Accounting Associate, Project Administrator or equivalent (such as a Sole Proprietor of a business). 

Preferred: More than Three years of experience as an Executive Assistant, or equivalent. 

MINIMUM SKILLS REQUIRED:

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 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. 

OTHER

Required: Professional attire and behavior. Outgoing personality with a positive and friendly attitude. Availability to work occasional evenings as well as weekend events is required. 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.