Job Title: Administrative Assistant

Reports To: Chief of Staff

FLSA Classification: Non-Exempt

 

Nature of Work:

The OSU Alumni Association is seeking an Administrative Assistant who will provide administrative support to the Chief of Staff, the Assistant Vice President of Engagement and Executive Affairs, and the President. The Administrative Assistant will perform a variety of complex administrative duties and serve as the initial point of contact for the OSU Alumni Association. Key responsibilities include office operations and communications[JS1] , event coordination, ticket processes, and organizational record management. The Administrative Assistant also plays a vital role in supporting the Board of Directors.

 

Responsibilities:

• Serve as the primary greeter for the Alumni Association


• Answer switchboard calls, respond accordingly to emails/electronic communication, and assist guests upon entry into the office areas


• Assist with preparing and coordinating meeting materials and logistics including:
  
  
  
  • Creating agendas
  
  
  • Scheduling meeting rooms
  
  
  • Sending calendar invites
  
  
  • Scribing meeting notes/action items
  
  
  
  


• Assist with the OSU Distinguished Alumni Awards, OSU Hall of Fame, and OSU Outstanding Young Alumni programs including
  
  
  
  • Assisting with the nominations and selection process
  
  
  • Coordinating all logistics with honorees
  
  
  • Preparing invitation and announcement lists
  
  
  • Managing event registrations and seating arrangements
  
  
  
  


• Assist with the Capitol Cowboys program logistics including registration, meeting coordination, and legislative gift preparation


• Support the purchasing, organization and distribution of athletic and event-related  tickets


• Oversee football suite and baseball corral operations, including pre-game stocking and post-game reorganization


• Support Board of Directors and committee operations, including:
  
  
  
  • Scheduling and coordinating committee meetings and logistics
  
  
  • Collecting and preparing board materials
  
  
  • Recording meeting minutes
  
  
  
  


• Maintain the office supply inventory by checking stock to determine inventory level, anticipating needed supplies and placing supply orders as necessary


• Distribute daily incoming and outgoing mail


• Assist the President with reconciling and submitting expense reports


• Support all Executive Team leadership as requested


• Assist with special projects assigned by the Chief of Staff


• Perform other duties as assigned