Senior Administrative Specialist and Executive Assistant to the Alumni Association President

Florida State University•Tallahassee, FL

53d

About The Position

Florida State University is currently in the leadership phase of a comprehensive campaign. As the leadership phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional alumni engagement professionals' campus-wide and is excited to build out its team. For Advancement professionals who are interested in being a part of a comprehensive campaign from the beginning for their career development, the timing is ideal to join our team. Provides executive-level administrative and operational support to the President/CEO, including oversight of scheduling, communications, meetings, and special projects. Serves as a trusted partner to alumni leadership, especially President/CEO, guaranteeing accuracy, confidentiality, and compliance with Division of University Advancement (DUA) and university policies. Exercises sound judgment, professionalism, and collaborative spirit in all responsibilities.

Requirements

Bachelor's degree and four years of experience; or a high school diploma or equivalent and eight years of experience. (Note: a combination of post high school education and experience equal to eight years.)
A valid Florida or Georgia Driver's License, or the ability to obtain.

Nice To Haves

You are able to balance workflow with a multitude of components by independently setting priorities, demonstrating ability to think critically and make decisions that benefit the association, leadership and the team. You enjoy a work environment that serves the needs of internal and external stakeholders and recognize that service is at the heart of what we do. Communication is an art that you enjoy implementing whether in creating presentations, developing correspondence or non-verbal - it all matters to our next great leader in this role.

Responsibilities

Manages the President/CEO's complex calendar by scheduling, confirming appointments, and ensuring participants are provided with documentation and preparation materials. Assist with data, presentations, and materials for Alumni Affairs full staff meetings, alumni leadership meetings and President/CEO's 1:1 meetings. Prepare and deliver materials needed for all Division of University Advancement (DUA) full staff meetings and other special meetings.
Coordinates and actively assists with the core priorities of the FSU Alumni Association often working across the DUA and University. Serves as a liaison to any National Board of Directors temporary or ad-hoc board committees managing quorum, minutes, documentation.
Manages the travel arrangements sometimes in coordination with other DUA leaders adding to complexity. Enters contact summary and interaction reports for President/CEO.
Leads special projects that require technical expertise, soliciting data and leveraging data through various applications to develop, analyze, and distribute reports.
Expected to possess high degree of integrity to handle confidential reports or assignments as required.
Communicate with staff regularly and independently and on behalf of President/CEO, organize meetings with direct reports, support Alumni events and programs onsite as needed.
Manage President/CEO PCard reconciliation monthly and serve as back up for departmental disbursements and other budgetary support upholding university and state of Florida compliance. Maintain standards in line with university policy and assure procedure is followed and actively monitor for updates keeping President/CEO informed. Establishing and implementing policy as requested.
Maintains legal files, correspondence and other documentation ensuring materials are accurate and accessible for immediate use.
Supports and assists needs of Alumni Affairs staff, especially leadership team, as needed.
RSVP on behalf of Association leadership and facilitate all plans for participation as needed (speaking roles, engagement objectives). Provides logistical and hospitality support for meetings and other strategic engagements of the President/CEO.
Leads initiatives that foster a positive and engaged office culture, including staff recognition, celebrations, and special events.
Maintain positive working environment.
Supervise one OPS or FWS student; other duties as assigned.