Florida State University
Senior Administrative Specialist and Executive Assistant to the Alumni Associati
Florida State University, Tallahassee, Florida, us, 32318
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 ID: 61185 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. 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 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. 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. Helpful
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 communication — 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 variety of tasks and occasional ambiguity can be exciting to tackle for a strong candidate in this role. Some days you may be working with the alumni engagement leadership team, deeply with the AVP on strategy, managing letters, cards, and notes to alumni, and other days coordinating a complex calendar with participants internal to FSU as well as across the country. It can vary and that variability is part of what makes the days engaging. First 60-90 days
The Alumni Engagement office has a 5-5-5 onboarding plan segmented into the first five days, five weeks, and five months, culminating in a 6-month check-in for coaching, feedback, and support. The goal is to establish a supportive, collaborative foundation that fosters understanding of the role, colleagues, and the practice of advancement work. 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 rooted in the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there is the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news. Learn more about our university and campuses. FSU Total Rewards
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks. How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume. Considerations
This is an A&P position. This position requires successful completion of a criminal history background check. Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
#J-18808-Ljbffr
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 ID: 61185 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. 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 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. 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. Helpful
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 communication — 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 variety of tasks and occasional ambiguity can be exciting to tackle for a strong candidate in this role. Some days you may be working with the alumni engagement leadership team, deeply with the AVP on strategy, managing letters, cards, and notes to alumni, and other days coordinating a complex calendar with participants internal to FSU as well as across the country. It can vary and that variability is part of what makes the days engaging. First 60-90 days
The Alumni Engagement office has a 5-5-5 onboarding plan segmented into the first five days, five weeks, and five months, culminating in a 6-month check-in for coaching, feedback, and support. The goal is to establish a supportive, collaborative foundation that fosters understanding of the role, colleagues, and the practice of advancement work. 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 rooted in the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there is the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news. Learn more about our university and campuses. FSU Total Rewards
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks. How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume. Considerations
This is an A&P position. This position requires successful completion of a criminal history background check. Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
#J-18808-Ljbffr