Administrative Assistant to the Vice President - Communications
Description

In a rewarding and energetic culture of professional team service, this position performs highly technical, responsible and confidential executive administrative duties for and on behalf of the Vice President. The ideal candidate exhibits polished professionalism, an acute attention to detail, and outstanding communication and problem-solving skills. To be successful in this role, the candidate must be well-organized, have mastery of time management, and be able to independently execute tasks. Other essential characteristics include a heart to serve, a spirit of flexibility, and an unflappable demeanor. Each day presents new opportunities to serve the Aggie Network in this role.


Please note that when applying for an opportunity, the application will need to be completed in its entirety all at once. You will not be able to save your information and return to complete your application.  


DUTIES

Essential Functions: Performs executive-level administrative duties and event logistics in support of the Vice President responsible for Communications, Human Resources, Web Operations, Campus Programs, the Aggie Ring Program, and Advocacy and Legislative Affairs. 

  • Leads the entire team by example, displaying a positive attitude and exemplifying our Team Expectations every day.
  • Produces internal and external correspondence on behalf of the Vice President in final form, and routes correspondence not requiring the Vice President’s attention. 
  • Answers and filters calls for the Vice President.
  • Greets guests of the Vice President.
  • Schedules appointments and maintains calendar for the Vice President.
  • Makes travel arrangements, prepares travel itineraries, and assembles travel materials for the Vice President.
  • Provides support to the Vice President at events including, but not limited to, Aggie Ring Day, Muster, and the Distinguished Alumni Gala.
  • Assists Vice President with preparations for Board and Leadership Council meetings. 
  • Prepares meeting agendas and assists with preparation and set-up for meetings.
  • Prepares monthly expense reports, invoices, vouchers, and other forms. 
  • Cultivates strong relationships with other executive assistants across campus – particularly the assistants of the Vice President’s peers.
  • Processes confidential matters and either resolves or refers appropriately within the organization.
  • Creates professional acknowledgement and other recognition letters.
  • Coordinates online updates to The Association’s Tribute Exhibit for Flag Officers and other recognition categories.

Secondary Functions: 

  • Orders and maintains inventory of supplies and promotional items for the Vice President’s division. 
  • Ensures Vice President’s inner and outer office areas remain in proper condition, communicating any maintenance or cleaning needs to Facilities and Custodial staff.
  • Schedules and coordinates special Aggie Ring Day presentations in the Vice President’s office, corresponding with students and their families to ensure a perfect day for them.
  • Coordinates campus tours and communicates with families of prospective students when needed.
  • Coordinates lunch orders for staff and meeting guests when needed. 
  • Assists Vice President with special projects as needed.
  • Provides office support for special events as needed.


Assists departments within the division with projects as needed.


Participates and provides input on various Association-wide activities, which may include:  

  • Actively contributing to efforts to achieve culture, engagement, and fundraising goals.
  • Providing on-site event support for Board and Leadership Council meetings.
  • Participating on internal event and task committees.
  • Participating in Association events including, but not limited to, Muster, Aggie Ring Day, Reunions, Distinguished Alumni Gala, Pass It Back Day, All-Aggie Grad Party, and All-Aggie Hullabaloo, as needed.
  • Representing The Association as needed at external events.

Serves as an ambassador for The Association by meeting Team Expectations; supporting The Association’s fundraising, engagement, 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.


SUPERVISION

Received: Vice President.

Given: None.

Requirements

EDUCATION

Required: High School graduate or any equivalent combination of training and experience.  

Preferred: Associate’s or Bachelor’s degree, or combination of training and experience.


SKILLS

Required: Attention to detail. Excellent oral and written communication skills with warmth, sincerity and graciousness. Strong people skills. Highest level of professionalism. Ability to organize concurrent projects and manage time. Flexibility to adjust to rapidly changing situations, and to resolve unexpected last-minute challenges. Prudent judgement and utmost discretion. Ability to work with diverse population.

Preferred: Enhanced ability to listen and accurately transcribe. Working knowledge of Microsoft and Google application suites.


EXPERIENCE

Required: Prior work experience in a professional office environment.

Preferred: Professional experience with emphasis in Communications or Human Resources. Experience working within the Texas A&M University environment.


PHYSICAL REQUIREMENTS

Required: Ability to operate phone and computer, and take notes as needed. Reasonable accommodations will be made. 


OTHER

Required: Availability to work evenings and weekend events on occasion. Ability to travel as needed in support of Vice President and/or events. Valid driver’s license.


  

*** Required for consideration: All applicants for this position must upload a resume and a letter of interest with the online application. The letter of interest should be specific to this position. Applications that do not include a resume and a letter of interest will be disqualified. ***

Salary Description
$15-$20 per hour