Back Office Admin Assistant

Institution: Presidency College, BengaluruDepartment: Corporate Relations & Career ServicesReporting To:Director & Head– Corporate Relations & Career Services Training & Alumni RelationsPosition 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.