Inside Higher Ed
Senior Administrative Specialist and Executive Assistant to the Alumni Associati
Inside Higher Ed, Tallahassee, Florida, us, 32318
Overview
Senior Administrative Specialist and Executive Assistant to the Alumni Association President. Location: Tallahassee, FL. Regular, Full-Time. Job ID: 61185. The Florida State University Division of University Advancement is growing its alumni engagement team as part of the leadership phase of a comprehensive campaign. This role provides executive-level administrative and operational support to the President/CEO and serves as a trusted partner to alumni leadership, ensuring accuracy, confidentiality, and compliance with university policies. Responsibilities include managing the President/CEO’s complex calendar, coordinating meetings and materials, supporting staff and alumni leadership meetings, and leading special projects that require data analysis and reporting. The role involves travel coordination, data entry and reporting, and providing logistical and hospitality support for meetings and events. It also includes budgeting support, policy adherence, and maintaining legal and confidential files. The position may supervise one OPS or FWS student and entails ongoing collaboration with the Alumni Affairs team and leadership across the DUA and University. Additional context includes a focus on fostering a positive office culture, RSVP coordination for Association leadership, and ensuring alignment with university policy and state compliance. The office supports more than 400,000 alumni and works with internal and external stakeholders to advance the association’s objectives. Responsibilities
Manages the President/CEO’s complex calendar by scheduling, confirming appointments, and ensuring participants are prepared with necessary documentation and materials. Assists with data, presentations, and materials for Alumni Affairs staff meetings, alumni leadership meetings, and President/CEO’s 1:1 meetings. Prepares and delivers materials for all DUA full staff meetings and other special meetings. Coordinates and assists with the core priorities of the FSU Alumni Association, often cross-working with DUA and the University. Serves as a liaison to National Board of Directors or ad-hoc committees, managing quorum, minutes, and documentation. Manages travel arrangements, occasionally coordinating with other DUA leaders. Enters contact summaries and interaction reports for the President/CEO. Leads special projects requiring 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 on behalf of the President/CEO; organizes meetings with direct reports; supports Alumni events and programs on-site as needed. Manages President/CEO PCard reconciliation monthly and serves as a back-up for departmental disbursements and other budgetary support, upholding university and state compliance. Maintains standards in line with university policy and keeps the President/CEO informed of updates. Assists in establishing and implementing policies as requested. Maintains legal files, correspondence, and other documentation, ensuring materials are accurate and accessible for immediate use. Supports Alumni Affairs staff, especially the leadership team, as needed. RSVPs on behalf of Association leadership and coordinates participation, including speaking roles and engagement objectives. Provides logistical and hospitality support for meetings and other strategic engagements of the President/CEO. Leads initiatives to 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; other duties as assigned. Qualifications
Bachelor's degree and four years of experience; or a high school diploma or equivalent with 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 one. Ideal Candidate
You are able to balance workload with multiple components by independently setting priorities, think critically, and make decisions that benefit the association, leadership, and the team. You enjoy serving internal and external stakeholders and consider service central to this role. You value clear communication in presentations, correspondence, and interaction. Typical Day
No two days are the same in the office serving over 400,000 alumni. You will work with the alumni engagement leadership team, coordinate with the AVP on strategy, manage letters and notes to alumni, and coordinate complex calendars regionally and nationally. First 60-90 Days
The Alumni Engagement office uses a 5-5-5 onboarding plan: five days, five weeks, and five months, culminating in a 6-month check-in for coaching and feedback to establish role understanding, colleagues, and practice of advancement work. Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer. Note: This is an A&P position. This role requires successful completion of a criminal history background check.
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Senior Administrative Specialist and Executive Assistant to the Alumni Association President. Location: Tallahassee, FL. Regular, Full-Time. Job ID: 61185. The Florida State University Division of University Advancement is growing its alumni engagement team as part of the leadership phase of a comprehensive campaign. This role provides executive-level administrative and operational support to the President/CEO and serves as a trusted partner to alumni leadership, ensuring accuracy, confidentiality, and compliance with university policies. Responsibilities include managing the President/CEO’s complex calendar, coordinating meetings and materials, supporting staff and alumni leadership meetings, and leading special projects that require data analysis and reporting. The role involves travel coordination, data entry and reporting, and providing logistical and hospitality support for meetings and events. It also includes budgeting support, policy adherence, and maintaining legal and confidential files. The position may supervise one OPS or FWS student and entails ongoing collaboration with the Alumni Affairs team and leadership across the DUA and University. Additional context includes a focus on fostering a positive office culture, RSVP coordination for Association leadership, and ensuring alignment with university policy and state compliance. The office supports more than 400,000 alumni and works with internal and external stakeholders to advance the association’s objectives. Responsibilities
Manages the President/CEO’s complex calendar by scheduling, confirming appointments, and ensuring participants are prepared with necessary documentation and materials. Assists with data, presentations, and materials for Alumni Affairs staff meetings, alumni leadership meetings, and President/CEO’s 1:1 meetings. Prepares and delivers materials for all DUA full staff meetings and other special meetings. Coordinates and assists with the core priorities of the FSU Alumni Association, often cross-working with DUA and the University. Serves as a liaison to National Board of Directors or ad-hoc committees, managing quorum, minutes, and documentation. Manages travel arrangements, occasionally coordinating with other DUA leaders. Enters contact summaries and interaction reports for the President/CEO. Leads special projects requiring 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 on behalf of the President/CEO; organizes meetings with direct reports; supports Alumni events and programs on-site as needed. Manages President/CEO PCard reconciliation monthly and serves as a back-up for departmental disbursements and other budgetary support, upholding university and state compliance. Maintains standards in line with university policy and keeps the President/CEO informed of updates. Assists in establishing and implementing policies as requested. Maintains legal files, correspondence, and other documentation, ensuring materials are accurate and accessible for immediate use. Supports Alumni Affairs staff, especially the leadership team, as needed. RSVPs on behalf of Association leadership and coordinates participation, including speaking roles and engagement objectives. Provides logistical and hospitality support for meetings and other strategic engagements of the President/CEO. Leads initiatives to 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; other duties as assigned. Qualifications
Bachelor's degree and four years of experience; or a high school diploma or equivalent with 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 one. Ideal Candidate
You are able to balance workload with multiple components by independently setting priorities, think critically, and make decisions that benefit the association, leadership, and the team. You enjoy serving internal and external stakeholders and consider service central to this role. You value clear communication in presentations, correspondence, and interaction. Typical Day
No two days are the same in the office serving over 400,000 alumni. You will work with the alumni engagement leadership team, coordinate with the AVP on strategy, manage letters and notes to alumni, and coordinate complex calendars regionally and nationally. First 60-90 Days
The Alumni Engagement office uses a 5-5-5 onboarding plan: five days, five weeks, and five months, culminating in a 6-month check-in for coaching and feedback to establish role understanding, colleagues, and practice of advancement work. Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer. Note: This is an A&P position. This role requires successful completion of a criminal history background check.
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