The Senior Administrative Assistant to the Assistant Vice President of Alumni Relations provides a broad range of high-level administrative support to the Assistant Vice President of Alumni Relations (AVP)/ CEO of the Caltech Alumni Association (CAA). Under the direction of the AVP and Deputy Director, the Senior Administrative Assistant will collaborate with all members of the Alumni Relations team and the Caltech Alumni Association Board of Directors. In addition, the Senior Administrative Ass... more details
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Job Summary
The Senior Administrative Assistant to the Assistant Vice President of Alumni Relations provides a broad range of high-level administrative support to the Assistant Vice President of Alumni Relations (AVP)/CEO of the Caltech Alumni Association (CAA). Under the direction of the AVP and Deputy Director, the Senior Administrative Assistant will collaborate with all members of the Alumni Relations team and the Caltech Alumni Association Board of Directors. In addition, the Senior Administrative Assistant will collaborate with Advancement and Alumni Relations colleagues to enhance alumni relations initiatives that the leadership strategically designs to benefit the California Institute of Technology’s 26,000+ living alumni worldwide.
Within the division of Advancement and Alumni Relations, the Caltech Alumni Relations (AR) office serves Caltech alumni who are essential partners in advancing the mission and values of the Institute. This critical work helps promote the Institute’s historic drive to impact lives and shape our understanding of the world through excellence in teaching, research, and scholarship.
The successful candidate will have the ability to support AR priorities actively. The incumbent must understand the complexities of working with Caltech’s senior-level administration, boards and committees, external constituencies, and be able to manage, monitor, and implement AR activities and priorities. The incumbent will strategically organize the day-to-day administrative activities of the AVP and AR team. Also, leadership expects the individual to work well in an eight-person team that embraces a fast-paced environment where resourcefulness and initiative are valued.
Essential Job Duties
Project Management:
Manage projects, initiatives, and tasks and use delegated authority to mobilize the AVP’s teams to accomplish Caltech AR’s and CAA’s vision and goals. Projects/tasks include but are not limited to the Caltech Distinguished Alumni Award and Chang Career Exploration Prize.
Independently plan, organize, and complete special projects as assigned by the AVP. Projects will range from small, ad hoc projects done independently to working in teams on large, complex projects requiring collaboration and compilation of project components submitted by others. Responsibility includes ownership of project timelines and deliverables and keeping the AVP informed as appropriate to the project’s scope, level, and nature.
Act as a resource to the AVP in support of the CAA Board of Directors and alumni to anticipate special projects and ongoing tasks and monitor workload. Effectively articulate their needs to the AVP and AR leadership team. Guide on matters of Institute protocol and organizational systems.
Assist the AVP in developing innovative procedures to enhance internal operations. Ensure communication and consistency in the application of procedures in operational matters.
Assist the AVP by maintaining a task list and ensuring progress towards and timely completion of various tasks delegated by the AVP and senior-level administration.
Partner with AR programs and communications team to ensure accurate and timely capture of relevant data.
Assist the AR leadership team with onboarding new staff members and developing innovative procedures to enhance internal communications, training, and consistency in applying policy, procedures, and operational matters.
Executive Assistance to AVP:
Provide a broad range of administrative support for the AVP and the AR team, including at meetings as needed; take minutes, track, and follow up on action items.
Monitor and exercise good judgment with the AVP calendar.
Assist the AVP with the execution of four CAA Board meetings annually, including preparing Board materials and presentations, taking minutes, handling meeting logistics, etc. In addition, monitor and coordinate Board Committee meetings bi-weekly/monthly.
Develop and produce a wide range of written communications. These include correspondence, emails, meeting agendas and minutes, reports, and presentation materials for internal and external audiences.
Serve as backup for frontline phone and email inquiries.
Manage multiple tasks and requests simultaneously, disseminating information quickly and accurately.
Develop and apply specialized knowledge and expertise to utilize and maintain information in the constituent database. Perform data entry and track activity.
Coordinate and prepare for domestic and international travel, including drafting comprehensive itineraries, schedules, and agendas; researching and writing briefings; and monitoring and preparing expense reports through CardQuest.
Other duties and special projects as assigned.
Basic Qualifications
Bachelor’s Degree or equivalent.
Five or more years of progressively responsible administrative support experience.
Excellent organizational skills, with the ability to prioritize tasks and multitask.
Excellent verbal, writing, and communication skills.
Punctual, dependable, and dedicated to achieving operational excellence.
Willingness and ability to work occasional evenings and weekends to staff events and programs.
Experience in database and program management and reporting.
Proficient with all Microsoft 365 and targeted Adobe Creative Suites, and able to learn systems and programs, such as Anthology iModules and Ellucian CRM Advance.
Discreet, ethical, and committed to maintaining a high degree of confidentiality.
Demonstrate the ability to practice and adhere to organizational values.
Preferred Qualifications
Experience in event management.
Marketing and Communications experience.
Familiarity with higher education or non-profit environment.
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