Senior Administrative Specialist and Executive Assistant to Alumni Association President

Overview

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

Department:
Alumni Affairs, FSU Division of University Advancement

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 the 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. Assists 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 National Board of Directors temporary or ad-hoc board committees, managing quorum, minutes, and documentation.
• Manages travel arrangements, sometimes in coordination with other DUA leaders, and enters contact summaries and interaction reports for the President/CEO.
• Leads special projects that require technical expertise, soliciting data and leveraging data through various applications to develop, analyze, and distribute reports.
• Maintains a high degree of integrity to handle confidential reports or assignments as required.
• Communicates with staff regularly and independently and on behalf of the President/CEO; organizes meetings with direct reports and supports Alumni events and programs onsite as needed.
• Manages the President/CEO PCard reconciliation monthly and serves as back-up for departmental disbursements and other budgetary support, upholding university and state of Florida compliance. Maintains standards in line with university policy, ensures procedures are followed, and actively monitors for updates, keeping the 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.
• RSVPs on behalf of Association leadership and facilitates 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.
• Maintains a positive working environment.
• Supervises one OPS or FWS student; performs other duties as assigned.

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…