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Executive Assistant to the Alumni & Development Office


Salary Package: £33000 - £38000 per annum
Location: Oxford, England
Consultant: Kathy Rusher
Posted: 14/11/2023


Berry Recruitment are NOW hiring for experienced and self-motivated Executive Assistant to the Alumni & Development Office to work in a college office based in central Oxford.

Role: Executive Assistant to the Alumni & Development Office

Salary: £33,000 - £38,00 Per Annum

Location: Central Oxford, Oxfordshire

Hours: 36.25 per week

Holiday Entitlement: 38 Days + Bank Holidays

About the role:
As Executive Assistant to the Alumni & Development Office your duties will be:

  • Manage the Director of Development’s diary.

  • Set up meetings externally and internally as requested, ensuring that all parties are aware of the arrangements.

  • Prioritise requests for meetings and ensure effective use of the Director’s time.

  • Confirm arrangements and ensure that the relevant papers are available for meetings.

  • Coordinate termly Development & Communications Committee Meetings, circulating the agenda and papers in good time, distributing minutes as directed and adding to SharePoint.

  • Coordinate team meetings and updating team task list.

  • Attend College Projects and Operations meetings on behalf of the A&D Office and feedback as appropriate.

  • Manage UK and overseas trip arrangements;

  • Plan itineraries, book flights, transfers, accommodation for the Director, Deputy Director, and Warden, as required. Diarising travel itinerary.

  • Confirm arrangements and ensure that the relevant travel documents, visas and papers are prepared in good time for forthcoming trips.

  • Liaise with the Alumni Relations Manager in the coordination of the itineraries with the alumni events.

  • Coordinate College merchandise and promotional materials necessary for trips/events.

  • Coordinate correspondence to donors from student recipients of bursaries, prizes and scholarships in liaison with the College Office.

  • Arrange small-scale dinners for donors, prospects and guests, and co-ordinate several events in the College calendar.

  • Deal with routine correspondence and telephone enquiries

  • In consultation with the Director and Deputy Director research priority prospects and identify potential new major prospects (alumni and non-alumni)

  • Research and produce detailed research profiles using the College database, publications and on‐line resources.

  • Collaborate with the Director, Deputy Director and Alumni Relations Manager on cultivation and stewardship events for major donors and prospect.

  • Keep abreast of, and advise on prospect research tools and developments in this area for utilisation in the Alumni & Development Office

  • Keep informed of new developments and legislation affecting fundraising and related activities such as information management and data protection.

Candidate Specification for the Executive Assistant to the Alumni & Development Office:

  • Previous administration experience including competent experience in the latest Microsoft packages.

  • Familiarity with databases and basic survey tools.

  • A proven ability in quality customer service provision (face-to-face, email and telephone)

  • Proven ability to work accurately with attention to detail.

  • Proven ability to work calmly under pressure to tight deadlines and be able to prioritise own work.

No candidate will meet every single desired qualification we have listed. If your experience looks a little different but you think you can bring value to the role, we'd love