Inside Higher Ed · 3 weeks ago
Senior Administrative Specialist and Executive Assistant to the Alumni Association President
Tallahassee, FL
Full-time
Onsite
Mid, Senior Level
4+ years expFlorida State University is a leading research institution dedicated to academic excellence and community engagement. They are seeking a Senior Administrative Specialist and Executive Assistant to provide high-level administrative support to the President/CEO of the Alumni Association, managing complex schedules, facilitating communication, and overseeing special projects.
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Responsibilities
Provides executive-level administrative and operational support to the President/CEO, including oversight of scheduling, communications, meetings, and special projects
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
Qualification
Required
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
Benefits
Compensation
Benefits
Wellness
Recognition
Employee Development
Company
Inside Higher Ed
Inside Higher Ed is the online source for news, opinion, and jobs related to higher education.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2022-01-10Acquired
2006-08-31Series Unknown
Leadership Team
Stephanie Shweiki
Director, Foundation Partnerships
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