Senior Administrative Specialist and Executive Assistant to Alumni Association President

Position: Senior Administrative Specialist and Executive Assistant to the Alumni Association President
Location: Tallahassee

Job Title

Senior Administrative Specialist and Executive Assistant to the Alumni Association President

Location

Tallahassee, FL

Regular/Temporary

Regular

Full/Part Time

Full-Time

Job

61185

Department

Alumni Affairs FSU Division of University Advancement

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.
• 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 travel arrangements in coordination with other DUA leaders; 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.
• 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.
• Supervise one OPS or FWS student; other duties as assigned.

Qualifications

• 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.

Ideal Candidate

• 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.

Typical Day

No two days are the same when working for the office that serves over 400,000 alumni. The joy in task variety and sometimes even ambiguity is exciting to tackle for a strong candidate in this role.

First 60-90 Days

The Alumni Engagement office has a 5-5-5 plan where careful onboarding is segmented into the first five days, five weeks and five months culminating in a 6‑month check‑in where you can give and receive coaching, feedback and support.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at (Use the "Apply for this Job" box below). If you are a current FSU employee, apply via myFSU >
Self Service.

Considerations

• This position requires successful completion of a criminal history background check.
• This position is being advertised as open until filled.
• This position is being re‑advertised. Previous applicants need not reapply.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.

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