Administrative Assistant- Alumni Relations

Deerfield Academy Alumni Relations Office is seeking an Administrative Assistant to join their team. 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 programs.

Primary Responsibilities Include: Assist director and assistant directors in planning and executing all Alumni Relations programs and events, both off-campus and on-campus. This includes, but is not limited to: invitation list compilation, invitation production (print and electronic), RSVP tracking and sharing with gift officers, production of programs, menu cards, nametags, etc.; provide administrative support to the Director of Alumni Relations, including Advancement Office event calendar management, email and written correspondence, and expense reimbursement; oversee multiple components of annual Reunions Weekend,  including reserving campus spaces, placing supply orders, and registration support; prepare and process vendor contracts in a timely way, working closely with Finance Office; perform frequent constituent database extractions; track expenses and event attendance to aid in planning events and accurately forecast expenses; coordinate three yearly meetings for the Alumni Association Executive Committee (AAEC), communicating directly with AAEC President; distribute meeting minutes, and maintain the AAEC website and handbook; draft, proofread, edit and format correspondence, reports, meeting notes, spreadsheets for members of the Alumni Relations team, as needed; serve as first point of contact for inquiries from constituents and public; maintain a customer service orientation and assist volunteers, alumni, parents, and visitors with questions and information; manage inventory levels of office and event supplies

Qualifications: Associates Degree required; 1 – 3 years of experience in an administrative role; experience in alumni or constituent relations desirable; experience working with volunteers desirable, excellent office and computer skills, including database management and extractions; proficiency with MS Office with particular ability in Excel and Word, ability to learn and use in-house communication tools such as project management software and  Salesforce  for bulk emails; excellent communication, interpersonal and organizational skills; exceptional attention to detail; ability to prioritize and handle multiple tasks with concurrent deadlines; sensitivity to highly confidential information; demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community; ability to maintain complex and detailed project schedules; ability to work independently and as part of a team, and to take initiative in a fast-paced environment; A high level of integrity and a strong work ethic; ability and willingness to work evenings and weekends as required.