Administrative Assistant to Alumni Relations

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Deerfield Academy
7 Boyden Lane
DEERFIELD, MA 01342
Phone:(413)774-1403
Fax:Deerfield Academy
Website: Click Here

Company Description:
Deerfield Academy is an independent secondary school committed to high standards of scholarship, citizenship, and personal responsibility.

Through a rigorous liberal arts curriculum, extensive co-curricular program, and supportive residential environment, Deerfield encourages each student to develop an inquisitive and creative mind, sound body, and strong moral character.

Set in a historic village bounded by river, hills, and farms, Deerfield inspires reflection, study and play, abiding friendships, and a defining school spirit.
Administrative Assistant to Alumni Relations
DEERFIELD, MA
Full Time
Administrative/Clerical/Data Entry
Associate Degree
Required

Reporting to the Director of Alumni Relations, the Administrative Assistant provides comprehensive administrative support to the Alumni Relations team to ensure success in all Alumni Relations programming.

Primary Duties and Responsibilities

  • Assist in the preparation and coordination of all Alumni Relations programs and events, both off-campus and on-campus. This includes, but is not limited to invitations, vendor hiring and contract processing, online registrations, expense tracking, production of programs, nametags, etc. Assist with all aspects of planning and carrying out annual Reunion Weekend. Some evening and weekend work is required. 
  • Produce communications for Alumni Relations events to deliver Academy messages via the email marketing platform, printed mailings, etc. 
  • Perform frequent database extractions and run various reports as part of event planning and execution, track income, expenses, attendance, and other metrics
  • Coordinate three yearly meetings for the Executive Committee of the Alumni Association and maintain up-to-date information for the group’s website and handbook 
  • Run yearly reception area counts to help in selection of future reception sites 
  • Draft, proofread, edit, and format correspondence, reports, meeting notes, spreadsheets for members of the Alumni Relations team 
  • Process all event invoices and deposit income for events
  • Provide excellent customer service while assisting volunteers, alumni, parents, and visitors
  • Maintain positive relationships with external constituents as well as with on-campus colleagues and service providers
  • Manage inventory levels of office and event supplies 
  • Assist with calendar and meeting scheduling 
  • Generate Reunion registration reports and distribute to Advancement staff to help maximize Reunion attendance 
  • Other duties as assigned 

Physical Job Demands 

  • Close visual acuity to analyze data and figures and to view a computer terminal 
  • Ability to sustain substantial movements of the wrist, hands and/or fingers 
  • Ability to occasionally lift, carry, push, pull or otherwise move objects up to 10 lbs. 
  • Ability to occasionally stoop, kneel or reach 

Working Conditions 

The worker is mainly in an office environment, and not substantially exposed to adverse environmental conditions. 

Disclaimer 

The above job description is intended to describe the general nature and level of work being performed by employees assigned to this classification. This job description is not intended to be construed as a comprehensive list of all responsibilities, duties and skills required of personnel so classified. It is expected that job duties and responsibilities will develop over time commensurate with performance. 

Special Instructions for Applicants

Application materials must include:

  • A cover letter summarizing interests and qualifications
  • A complete resume or curriculum vitae

**SIGN-ON BONUS**

The successful candidate will receive a $1,000 sign-on bonus ($500 paid at time of hire and $500 paid at the end of 90 days of employment.

Job Specifications 

  • Associate’s Degree required
  • 1 – 3 years of Advancement experience, or similar work-related industry experience
  • Excellent verbal and written communication and organizational skills with exceptional attention to detail 
  • Proficiency with MS Office Suite, data entry, integrated databases, email marketing programs such as Salesforce, and specialized software for scheduling, project management and event management (Wrike and Cvent)
  • Ability to analyze data and make data-driven decisions
  • Ability to maintain complex and detailed time schedules 
  • Ability to work independently and as part of a team 
  • A high level of integrity and a strong work ethic 
  • Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community 
  • Ability to manage, and sensitivity to, highly confidential information 
  • Ability and willingness to work evenings and weekends as required
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