Job Summary:
This role focuses on providing essential administrative support to ensure smooth office operations and effective communication within the department and with external stakeholders.
Key Responsibilities:
Administrative Support:
- Provide comprehensive administrative support, including answering telephones, scheduling appointments, responding to requests, preparing correspondence, managing files, maintaining office supplies, and inventorying communication materials.
- Prepare purchase orders and work orders as needed to support office operations.
- Manage the CAO‘s calendar, ensuring they are prepared for all meetings, coordinating schedules, and providing necessary materials and information.
- Greet all visitors and provide excellent customer service to maintain a positive image of the department and the school.
- Manages creation of alumni cards.
- Coordinate mailings of office publications, letters, postcards, alumni initiatives, etc.
- Manage expense reports, travel reports, etc. when necessary.
Event Coordination:
- Assist with the coordination of events by liaising with venues, managing vendors/suppliers, handling guest lists and invitations, and overseeing logistics to ensure smooth and successful event execution.
- Create and manage nametags, registration links, and attendee lists for events.
Database Management and Reporting:
- Assists with summer, annual, or project-based data entry in RE.
- Assists with updating alumni database in RE and FS.
- Assists Alumni Office as needed with data entry.
- Generate queries and reports to support outreach efforts for parents and stakeholders.
- Specifically manage database entries related to alumni relations, including tracking engagement, donations, and event participation.
- Must possess strong attention to detail and accuracy in database management tasks.
Production of Advancement Materials:
- Work with the entire office to coordinate with different vendors for the production of advancement materials, mailings, and other promotional items.
- Assist in the production of advancement office materials, including layout, graphics, printing, distribution, and updating content on the website.
Additional Responsibilities:
- Support in maintaining accurate records and conducting regular data audits to ensure data integrity.
- Assist with special projects and initiatives as assigned by CAO.
Selection criteria:
- Bachelor‘s degree preferred
- Work Experience criteria:
1. Prior experience in database management, event coordination, and administrative support.
2. Proficiency in Raiser’s Edge and Finalsite databases preferred. Strong organizational skills with meticulous attention to detail.
3. Excellent communication and interpersonal skills.
4. Ability to manage multiple tasks efficiently and work effectively in a fast-paced environment.
- Strong communication skills in English and Chinese: listening, speaking, reading and writing
- Ability to handle questions, concerns and challenging requests
- Maintain strict confidentiality of sensitive information and professional conduct with visitors
- Ability to work as part of a team as well as independently and make sound judgment as required
- Flexibility to handle multitasking with effective organizational and prioritizing skills with attention to detail
- Ability to rapidly and consistently produce error-free correspondence, records, and reports
- Strong computer skills including: use of a database management system; thorough knowledge of and ability to use Microsoft Office software and Adobe programs; and capability to learn specialized software/applications as required
- Excellent customer service approach and interpersonal skills
- Strong organizational skills, attention to detail, and proficiency in office management tasks
Work schedule
08:00 AM to 17:00 PM, Monday – Friday, inclusive of a 1 hour lunch break
