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Education, Events & Lettings Admin Assistant
Based Kingston Upon Thames area
Full time office-based role - 12 month contract (maternity cover)
Hours: 8am-5pm
Salary: from £25,000 per annum
Our client, a prestigious education institution in the North Surrey area is currently looking for a highly motivated Development Administrative Assistant to join the team. This is an interesting and varied role that will suit a candidate with excellent organisational skills and a good eye for detail. The responsibility of the Development Administrative Assistant is to support the Philanthropy & Community Manager in the delivery of their external relations objectives and to provide support to the Senior Leadership Team as required.
Key Responsibilities: -
Events:
- Attend and support he the administration of Development Office events including Alumnae events and association events
- Support Association Christmas Fair and Summer BBQ,etc.Prepare biannual Alumnae Reunions: book venues and send invitations
- Support ad hoc alumnae visits by preparing gifts and gathering data
Database:
- Update the database, review and clean-up data.
- Update and manage Alumnae Network website
- Assist in the creation of a data process handbook relevant to Development Office e.g.leaflets and handbooks) where requested
Publications:
- Co-ordinate and gather material for biannual alumna magazine
- Design and produce magazine layout with in-design guidelines
- Prepare draft reports as-required by the Philanthropy & Community Manager
- Support the establishment’s administrative team in selected designing, printing and managing internal and external communications (e.g.leaflet's, handbooks)
Administrative & Other Responsibilities:
- Support the administrative team with ad hoc data updates for current families
- Assist with Development projects as assigned
- Cover Reception as required
Business Office Support and Lettings Administration
- To assist in the management and operation of all external events and lettings.
- To provide a point of contact for all external enquiries for the use of the establishment’s facilities.
- To manage the lettings calendar to ensure to ensure no clashes with the extensive programme of annual events and extra curricular programme.
- To ensure effective and high-quality customer service to facilities users,including advance notice of any unavailable dates on a quarterly basis.
- To assist the Bursar to meet the finances for external lettings.
- To maintain the lettings charges and in conjunction with the Bursar
- Ensure all hirers understand the conditions of use and any other important information is effectively communicated to customers.
- To assist with the creation of all marketing and media materials for the promotion of external letting opportunities,including regular social media posts.
- To prepare lettings agreements and ensure appropriate agreements are in place for all external lettings.
- To ensure that staff are informed of lettings as and when necessary.
- Attendance and support at key events,when required, such as Open Mornings and Graduation
- Any other duties as required
Person Specification:
- Excellent organisational and time management skills with the flexibility to think on your feet
- Ability to work accurately with excellent attention to detail to meet deadlines
- Good IT skills with knowledge of MS Office, Word, Outlook, Excel, Power Point
- Experience using databases and creative packages i.e. In Design, Illustrator, Photoshop and Word Press
- Savvy with social media
- Strong verbal and written communication skills, with an ability to communicate at all levels:
- Ability to prepare correspondence to a consistently high standard
- Excellent interpersonal and relationship management skills at all levels
- The ability to work well in a fast-paced, multi-tasking environment
- A proactive approach to work
- A degree is desirable
- Administration experience is essential
- Administration skills gained within education and/or property will be a distinct advantage.
- Absolute discretion and the ability to main confidentiality at all times
- Lives within an easily commutable distance from the Kingston Upon Thames area
Please note a DBS check will be required for this role
