Major/Essential Duties of Job
Performs executive-level secretarial duties in support of the President and CEOand Vice President for Administration

  • Answers and screens calls for the President and CEO.
  • Processes confidential matters and either resolves or refers appropriately within the organization.
  • Greets guests to the Executive area who are meeting with the President and CEO or Vice President for Administration.
  • Makes appointments and maintains calendar for the President and CEO.
  • Makes travel arrangements, prepares travel itineraries and assembles all travel materials.
  • Drafts correspondence on behalf of the President and CEO and produces letters in final form.
  • Drafts a minimum of 10 letters each week to members of the Aggie Network expressing the appropriate appreciation on behalf of President and CEO and produces letters in final form.
  • Reads and responds to email on behalf of the President and CEO, while routing, organizing, and attending to emails as appropriate throughout each work day.
  • Conducts a thorough review of the President and CEO’s emails each Monday and Wednesday morning and provides a detailed report as to which emails still need attention.
  • Provides a call list to the President and CEO each Monday and Wednesday morning as to calls that have not yet been returned.
  • Prepares monthly expense reports, cash advance reports and other forms for the President and CEO and Vice President for Administration.
  • Provides in-office support to the President and CEO on all home game days.
  • Provides office support for special events as needed.
  • Prepares quarterly mileage reports for the President and CEO.
  • Prepares meeting agendas and assists with preparation and set-up for meetings.
  • Routes mail not requiring the President and CEO’s attention.
  • Prepares work schedules and supervises the Executive Student Assistants.
  • Prepares and conducts performance appraisals for the Executive Student Assistants.
  • Orders and maintains inventory of promotional items and various supplies for the Executive Administration area.
  • Prepares gift bags and baskets as needed.

Assists the Vice President for Administration in preparation for Board Meetings

  • Conducts site visits to local hotels each summer and negotiates following year’s contracts for hotel accommodations for Board members.
  • Manages hotel arrangements for the Board of Directors and others as requested.
  • Receives and handles Board member RSVP responses for the quarterly meetings.
  • Manages the set-up and clean-up of meeting rooms used by the President and CEO as well as meeting rooms used by the Board of Directors.
  • Assists in the preparation of agendas and supporting documents.
  • Responsible for the compilation of the Board’s quarterly meeting notebooks.
  • Prepares gift bags and baskets as needed.

Occasional Duties

Participates and provides input on various Association-wide activities

  • Provides on-site event support for Board and Leadership Council Meetings and other events as requested by the President and CEO and/or the Vice President for Administration.
  • Participation on internal event and task committees as appropriate.
  • Participation in Association events including, but not limited to, TNT, Aggie Ring Day, Reunions, Distinguished Alumni Gala and Game Day events, as needed.
  • Represents The Association as appropriate at select events.

Acts as an ambassador for The Association by meeting Team Expectations; supporting The Association’s fundraising, branding, and communications efforts; and fostering relationships with former students, current students, parents, faculty, staff and friends of Texas A&M. Occasional other duties as assigned.

Required Education and Experience

High School graduate or any equivalent combination of training and experience supplemented by business courses with specific training in the use of word processors, computers and allied software.

Five years at the Executive Assistant level or equivalent.

Preferred Education and Experience

Eight or more years at the Executive Assistant level.

Required Special Knowledge, Abilities, and Skills

Working knowledge of standard office equipment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Hand-eye coordination is necessary to operate computers and various pieces of office equipment; use fingers to write or type. While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee may be subjected to prolonged periods of sitting, standing, use of keyboard, viewing monitor, and walking. The employee is occasionally required to climb stairs or balance; stoop, bend, kneel, or crouch; talk or hear. The employee will occasionally be required to lift up to 20 pounds and may need to carry for approximate distance up to 50 feet. The employee may be required to drive vehicle to deliver Board documents to Directors or to attend outside meetings. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Other Requirements or Other Factors

Availability to work evenings and weekend events.

Highest level of professionalism, accuracy and efficiency, utmost discretion, and supreme organizational skills. Must be extremely intuitive and take initiative, always being a step ahead of the President and CEO and Vice President for Administration. Ability to handle multiple tasks, flexibility to adjust to rapidly changing situations, ability to derive solutions to unexpected last-minute challenges, be very detail oriented. Excellent oral and written communication skills. Works well both independently, as well as with a team. Excellent keyboarding, word-processing and spreadsheet skills.

Special Instruction to Applicants

Cover letter, resume and a minimum of two (2) professional writing samples required for application submission.