Assistant to the Director

Job Details

Description

REPORTS TO: Director of Alumni Relations

SCHEDULE: 37.5 hours/week, typical hours Monday - Friday, 8:00am - 4:30pm or 8:30am - 5:00pm. Schedule may vary according to departmental and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

BiWkly (Hourly)

Regular

Full-Time

Full year (52 weeks)

Staff

Alumni Relations

Hybrid/Remote

Position Purpose

Advance the mission of Alumni Relations -to engage alumni, parents, and students in ways that will strengthen their ties to Exeter and to each other in order to promote their philanthropy and volunteerism.

Facilitates the smooth functioning of the Alumni Relations Office by organizing, coordinating, and performing administrative support for the Director. Also provides administrative support for the Alumni Relations team, program and events.

Job Responsibilities

• Provides administrative support to the Director of Alumni Relations and the Alumni Relations office; including calendar management, travel arrangements, correspondents, proofing and editing, invoice management etc.
• Supports regional and on campus events as directed by the Director (e.g. event set up, invitation creation, download selection, registration, nametag creation etc.)
• Coordinates, organizes and supports office operations to ensure a professional and efficient Alumni program.
• Procurement and management of event materials and office supplies. Maintains files, data, and other KPIs on behalf of the Alumni Relations Office.
• Works directly with leadership volunteers including Academy Trustees, General Alumni Association (GAA) Directors, Class Officers and Regional Directors.
• Assists the director in managing the work of the GAA directors including, creating and maintaining GAA director documents, managing correspondents, managing meetings and notes, and committee assignments and committee work.
• Manages election of GAA directors every two years by scheduling nominating committee meetings and preparing materials for their review, preparing online voting and tabulation, balloting production and mailing.
• Manages the nomination and selection process of the John and Elizabeth Phillips Award, Founders’ Day Award and Presidents Awards.
• Manages all aspects of alumni awards programs (John and Elizabeth Phillips, Founders' Day, Presidents), including nomination, research, vetting and selection process, invitation production and mailing, citation preparation, and briefings.
• Manages all aspects of award presentation at assembly, notifications, photography, luncheons, dinners and itinerary and travel arrangements for the recipient and guests.
• Provides support for special focus groups and task forces as they emerge (e.g. alumni survey).
• Coordinates special projects for director.
• Supports other members of Alumni Relations department.
  
  

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Possess high attention to detail and proof-reading skills.
• Demonstrated ability to make independent and coordinated decisions in a fast-paced environment.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with others by building trust and credibility.
• Excellent analytical and problem-solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• Proficient in MS Office.
• Willingness and ability to learn additional applications as needed.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
  
  

Direct/Indirect Reports

None.

Position Requirements

Education

• Bachelor’s degree required.
  
  

Experience

• 5 years’ clerical/administrative experience.
• Experience working with adolescents in an educational setting preferred.
  
  

Additional Requirements

• Successfully complete a criminal background check (reviewed every 5 years).
• Clean Driving record (reviewed annually).