Secretary Alumni Office

Shifa Tameer-e-Millat University

Islamabad , Pakistan

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Shifa Tameer-e-Millat University seeks a detail-oriented Secretary for the Alumni Office to provide comprehensive administrative support and ensure smooth operation of alumni-related activities. The ideal candidate has at least one year of experience in a similar role and possesses excellent organizational and communication skills. This role requires managing calendars, coordinating events, handling correspondence, and maintaining accurate records within the alumni database. The Secretary collaborates with internal and external stakeholders to cultivate strong relationships and assist in the planning and execution of alumni engagement initiatives. The Secretary in the Alumni Office plays a crucial role in supporting the team by preparing meeting materials, arranging travel logistics, and coordinating with vendors and service providers. The candidate must be proficient in using event management software and Microsoft Dynamics 365 to facilitate communication and data management. Although this role does not involve managing a team, it requires a proactive and flexible approach to prioritizing tasks and delivering high-quality support to ensure effective alumni relations and successful event outcomes.
Responsibilities

Manage and maintain calendars, scheduling meetings, appointments, and alumni events efficiently to ensure smooth operations.
Coordinate alumni events from planning to execution, including venue booking, vendor coordination, and logistics management.
Handle all types of correspondence including emails, phone calls, and written communication, ensuring timely and professional responses.
Maintain and update the alumni database, ensuring accuracy and confidentiality of information using Microsoft Dynamics 365.
Prepare and distribute meeting agendas, presentations, minutes, and supporting documents for Alumni Office committees and initiatives.
Arrange travel accommodations and itineraries for university officials and alumni as required for events or meetings.
Engage with alumni and external stakeholders to support relationship-building efforts and enhance alumni participation.
Utilize event management software to track event registrations, manage invitations, and generate reports for event analysis.
Liaise with vendors and service providers to secure contract terms, manage event supplies, and ensure quality service delivery.
Collaborate across departments within the university to support strategic alumni engagement goals and promote university initiatives.
Maintain organized filing systems, both electronic and physical, for all alumni office records and correspondence.
Assist in the development and implementation of communication strategies to enhance alumni outreach and engagement.