Back Office Admin Assistant

Institution: Presidency College, Bengaluru Department: Corporate Relations & Career Services Reporting To: Director & Head– Corporate Relations & Career Services Training & Alumni Relations Position Overview: The Back-Office Admin Assistant – Alumni Relations will be responsible for providing comprehensive administrative and operational support to the Alumni Relations function of the institution. The incumbent will ensure smooth coordination of alumni-related data management, communication, event logistics, and documentation to strengthen engagement between the alumni community and the college. Key Responsibilities: 1. Alumni Data Management Maintain and regularly update the alumni database (Excel/CRM/ERP systems) with verified contact information, employment details, and engagement history. Support the collection and digitization of alumni records from multiple sources (graduation data, placement archives, departmental records, etc.). Generate periodic alumni analytics reports (by batch, program, industry, location, etc.) for management and strategic planning. 2. Communication & Coordination Draft and send official communication (emails, WhatsApp broadcasts, newsletters, circulars, etc.) to alumni under departmental guidance. Coordinate with departmental coordinators and class representatives for alumni outreach drives, surveys, and data verification. Assist in managing official alumni social media pages and groups (LinkedIn, Instagram, Facebook, etc.) for regular engagement updates. 3. Event Support & Logistics Provide administrative support for alumni meets, reunions, guest talks, mentoring sessions, and networking events (on-campus or virtual). Handle event logistics such as venue booking, seating arrangements, registration desks, refreshments, banners, and attendance sheets. Maintain inventory of event collaterals (certificates, name tags, mementos, etc.) and ensure proper documentation post-event. 4. Documentation & Reporting Prepare meeting minutes, activity reports, attendance registers, and expenditure abstracts for each alumni activity. Assist in compiling the annual Alumni Relations Report and database updates for NAAC, IQAC, and Placement Audit requirements. Maintain digital and physical files for alumni correspondence, event photographs, and related documents. 5. Administrative & Back Office Tasks Manage departmental correspondence, record keeping, file indexing, and daily follow-up tracking. Coordinate with Finance and Administration departments for vendor payments, event reimbursements, and budget tracking. Support senior officials in drafting letters, proposals, and presentations related to alumni initiatives. Required Skills & Competencies: Strong MS Office skills (Excel, Word, PowerPoint); working knowledge of Google Sheets/CRM tools preferred. Excellent written and verbal communication skills in English; Kannada proficiency desirable. Detail-oriented with good organizational and documentation abilities. Ability to multitask, meet deadlines, and maintain confidentiality of alumni data. Positive attitude, teamwork spirit, and service-oriented mindset. Qualification & Experience: Education: Bachelor’s degree in Commerce / Business Administration / Computer Applications / or any relevant discipline. Experience: 1–5 years of administrative or back-office experience, preferably in an educational institution or alumni relations office. Desirable: Experience in database management, content coordination, or event administration. Work Timings: As per institution schedule (typically Monday to Saturday, 9:00 AM – 5:30 PM). Occasional extended hours during alumni events or special programs. Compensation: Commensurate with experience and institutional norms. Key Performance Indicators (KPIs): Accuracy and periodicity of alumni database updates. Timeliness and professionalism of communication. Smooth coordination and documentation of alumni events. Responsiveness and support to departmental leadership. Contribution to alumni engagement and visibility metrics.