Through our shared values and culture of professional team service, we engage and inspire the Aggie Network to support Texas Aggies and perpetuate the Aggie Spirit. We seek an individual to join a highly motivated team in selflessly advancing The Association of Former Students’ noble mission by performing highly technical, responsible, and confidential executive, development and administrative duties for the Vice President for Development. The ideal candidate will exhibit polished professionalism, be a team player, and possess an acute attention to detail, effective communication skills, calendar management skills, and problem-solving skills to provide crucial support to the Vice President for Development. To be successful in this role, the candidate should be well-organized, have great time management, and be able to independently execute tasks. 

DUTIES 

Provides day-to-day administrative executive-level duties in support of the Vice President for Development: 

• Drafts, proofreads, corrects, and produces correspondence on behalf of the Vice President for Development. 
• Reads and responds to email and mail on behalf of Vice President for Development as needed. 
• Schedules Vice President's appointments and maintains Vice President’s calendar. 
• Answers and filters calls, takes messages, and is proactive with responding to caller needs as appropriate. 
• Plans, organizes, and schedules internal and external meetings; coordinates, sets up, and delivers agendas, handouts, food, and any other materials necessary for the successful execution of key meetings and special events. 
• Makes travel arrangements (e.g. airplane, hotel, and rental car reservations) and prepares travel itineraries and logistics for the Vice President for Development. 
• Welcomes, greets, and hosts guests of the Vice President for Development. 
• Assists Vice President for Development with preparations for Board meetings, as well as taking minutes for meetings of the Board’s Fundraising Committee. 
• Assists Vice President for Development with preparations for prospective donor visits. 
• Prepares and owns monthly expense processing reports, invoices, entertainment reports, and other forms for the Vice President for Development.  
• Oversees scheduling, coordinates maintenance, and handles payments for the Development department’s vehicle (including but not limited to routine car washes, oil changes, refueling, inspections, tollway access, etc.). 
• Prepares gift bags as needed. 
• Provides support to the Vice President for Development ahead of, and assists with coordination of hosting donors for, development dinners, football pregame receptions and home games,  
• and other donor-related events. 
• Assists Vice President for Development with special projects, including updating the organization’s strategic business plan as needed. 
• Provides stewardship assistance by providing receipts and acknowledgements to the Vice President for Development. 
• Collaborates and successfully work with a diverse group of internal and external stakeholders in executing day-to-day work. 

Performs essential administrative duties in support of the Development Division: 

• Orders and maintains inventory of supplies and promotional items for the departments of Development and Annual Giving. 
• Assists with coordinating VIP campus tours between the Development and Annual Giving departments and the Appelt Aggieland Visitor Center. 
• Provides support to the Executive, Development, Annual Giving, and Stewardship departments (e.g. assisting with team meetings, coordinating and planning staff retreats, etc.) as needed. 
• Provides office support for special events as needed. 
• Assists with answering incoming phone calls and visitor inquiries regarding Development and Annual Giving.  

Participates in and provides input on various Association-wide activities: 

• Actively contributes toward efforts to achieve our culture, engagement, and fundraising goals. 
• Provides on-site event support for Board and Leadership Council meetings. 
• Participates on internal event teams and task committees. 
• Participates in Association events, including Aggie Muster, Aggie Ring Day, All-Aggie Grad Party, All-Aggie Hullabaloo, Distinguished Alumni Gala, Reunions, Pass It Back Day, Thank an Ag Day, gameday receptions, and others as required. 

Serves as an ambassador for The Association: 

• Meets our Team Expectations. 
• Supports The Association’s marketing, communications, and branding initiatives. 
• Fosters relationships with students, former students, faculty, staff, and friends of Texas A&M.  
• Attends external events in support of the Vice President for Development or on behalf of The Association, as directed. 

Other duties as assigned: 

This description of expected duties is neither all-inclusive nor permanent. Employees may be required to take on different or additional duties without notice. 

TEAM EXPECTATIONS 

The Association of Former Students is a team, and each member of the team is important to the overall success of the organization. To achieve our goals and mission, each team member will: 

• Display a positive, customer-focused attitude and treat all individuals with courtesy and respect. 
• Manage each customer experience with the highest level of service and enthusiasm. Seek opportunities to exceed expectations and develop lasting relationships. 
• Make innovative contributions by proactively challenging current practices and suggesting and implementing improvements. 
• Contribute to our team environment by being a productive, supportive and reliable teammate. Take responsibility for their actions and the outcomes produced. 
• Lead with a positive example and in doing so, inspire others to fulfill the expectations of our team. 

KNOWLEDGE, SKILLS & ABILITIES 

Required: Sound judgment and utmost discretion. Ability to organize concurrent projects and manage time, while working independently with minimal supervision or collaboratively with teammates, in an environment of rapid change and numerous deadlines. Strong written, oral, and interpersonal communication skills, including superior proofreading skills. Ability to sit or stand at a desk and work on a computer for prolonged periods. Working knowledge of standard office equipment and software, specifically for word processing, spreadsheets, and presentations.  

OTHER REQUIREMENTS 

Strong commitment to the vision and mission of The Association of Former Students, with the ability and desire to advocate for the organization and Texas A&M University. High energy level, intrinsic motivation, and a strong desire for learning and growth. Professional attire and behavior. Availability to work irregular hours, including some evenings and weekends, in support of Association events and to travel as needed for Association business, including occasional overnight stays, in support of Vice President for Development, and/or Development events. 

EDUCATION, TRAINING & EXPERIENCE 

Required: High school graduate or any equivalent combination of training and experience. Two years administrative assistant experience or equivalent. 

Preferred: Bachelor’s degree or equivalent combination of training and experience. Five or more years at the Senior Secretary level. 

SUPERVISION 

Received: Vice President for Development. 

Given: None.