Florida State University · 3 days 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 currently in the leadership phase of a comprehensive campaign and is seeking to build out its team of alumni engagement professionals. The Senior Administrative Specialist and Executive Assistant will provide executive-level administrative and operational support to the President/CEO, manage complex schedules, and coordinate various special projects and initiatives.
EducationUniversities
Responsibilities
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
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
FSU offers a robust Total Rewards package.
Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.
Company
Florida State University
Florida State University is an American public space-grant and sea-grant research uivnersity.
5001-10000 employees
H1B Sponsorship
Florida State University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (152)
2024 (108)
2023 (106)
2022 (80)
2021 (33)
2020 (34)
Funding
Current Stage
Late StageTotal Funding
$108.2MKey Investors
National Science FoundationNational Institutes of Health
2024-02-23Grant· $6M
2023-01-27Grant· $72.7M
2021-10-14Grant· $14.5M
Leadership Team
Ebe Randeree
Associate Dean. College of Communication & Information
Jeff Latimer
Director of IT for College of Medicine and FSU Health
Recent News
2025-11-24
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