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    Alumni Relations Assistant Specialist, Harvard Alumni Association - Cambridge, United States - Harvard University

    Harvard University
    Harvard University Cambridge, United States

    Found in: Talent US C2 - 20 hours ago

    Default job background
    Full time
    Description
  • Provides high-level office support including proactively maintaining AVP/ED's calendar, managing preparation and the smooth running of each day, responding to phone and email inquiries, and handling processing and reimbursements for travel and expenses. Must be able to manage conflicting priorities and make judgements on behalf of the AVP/ED.
  • Drafts, edits, and proofreads correspondence.
  • When needed for meetings, trips, board meetings, and events, prepares AVP/ED briefing packet by acquiring pre-reading materials, agendas, meeting and event briefings and notes. Proactively reaches out to managers of upcoming meetings to ensure that materials are provided well in advance.
  • Responsible for developing effective systems for managing the AVP/EDs administrative needs.
  • Proactively, and in a timely fashion, records alumni meetings and posts alumni contact reports on behalf of the AVP/ED in the Advance database.
  • Coordinates all logistics of the executive director's travel (domestic and international) including air travel, ground transportation and hotel bookings; creates and updates travel itineraries with meeting and event logistics, alumni information, directions, and other materials while adhering to AA&D's confidentiality protocol.
  • Produces detailed expense reports (corporate card as well as out of pocket) for AVP/ED in a timely manner. Works with the budget office to ensure smooth processing of expense reports.
  • Conducts research for the AVP/ED as needed.
  • Provides customer service to internal staff and external clients including alumni volunteers and donors. Assists with alumni outreach and schedules meetings with alumni domestically and overseas.
  • Ensures timely and effective communication and follow-up with alumni, academic leaders, and administrative leaders.
  • Manages the development and production of presentations for AVP/ED as needed.
  • Oversees office management of the HAA, including archiving of HAA files; manages the HAA phone line.
  • Oversees purchasing for the HAA department and processes bills for office-wide goods and services; responsible for the management of alumni and staff swag, including ordering and maintaining inventory.
  • Coordinates and executes HAA staff meetings and retreats, and other HAA-specific meetings, with direction from the Director of Administration and Planning.
  • Supports other departments, staffing events and meetings, as needed and as available.
  • Cultivates favorable relationships and works closely with other AA&D Departments, University-wide departments, and administrators and faculty as needed.
  • Other special projects as required.
  • Attends AA&D all-staff meetings, HAA huddles, HAA all-staff meetings, HAA retreats, and Support Staff meetings throughout the year.
    • NOTE: The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
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