Job Summary:

This role focuses on providing essential administrative support to ensure smooth office operations and effective communication within the department and with external stakeholders. 

Key Responsibilities:

Administrative Support:

• Provide comprehensive administrative support, including answering telephones, scheduling appointments, responding to requests, preparing correspondence, managing files, maintaining office supplies, and inventorying communication materials.
• Prepare purchase orders and work orders as needed to support office operations.
• Manage the CAO's calendar, ensuring they are prepared for all meetings, coordinating schedules, and providing necessary materials and information.
• Greet all visitors and provide excellent customer service to maintain a positive image of the department and the school.
• Manages creation of alumni cards.
• Coordinate mailings of office publications, letters, postcards, alumni initiatives, etc.
• Manage expense reports, travel reports, etc. when necessary.

Event Coordination:

• Assist with the coordination of events by liaising with venues, managing vendors/suppliers, handling guest lists and invitations, and overseeing logistics to ensure smooth and successful event execution.
• Create and manage nametags, registration links, and attendee lists for events.

Database Management and Reporting:

• Assists with summer, annual, or project-based data entry in RE.
• Assists with updating alumni database in RE and FS.
• Assists Alumni Office as needed with data entry.
• Generate queries and reports to support outreach efforts for parents and stakeholders.
• Specifically manage database entries related to alumni relations, including tracking engagement, donations, and event participation.
• Must possess strong attention to detail and accuracy in database management tasks.

Production of Advancement Materials:

• Work with the entire office to coordinate with different vendors for the production of advancement materials, mailings, and other promotional items.
• Assist in the production of advancement office materials, including layout, graphics, printing, distribution, and updating content on the website.
• Additional Responsibilities:
• Support in maintaining accurate records and conducting regular data audits to ensure data integrity.
• Assist with special projects and initiatives as assigned by CAO.

Selection criteria:      

• Bachelor's degree preferred 
• Work Experience criteria:
  • Prior experience in database management, event coordination, and administrative support.
  • Proficiency in Raiser’s Edge and Finalsite databases preferred. Strong organizational skills with meticulous attention to detail.
  • Excellent communication and interpersonal skills.
  • Ability to manage multiple tasks efficiently and work effectively in a fast-paced environment.
• Strong communication skills in English and Chinese: listening, speaking, reading and writing
• Ability to handle questions, concerns and challenging requests
• Maintain strict confidentiality of sensitive information and professional conduct with visitors
• Ability to work as part of a team as well as independently and make sound judgment as required
• Flexibility to handle multitasking with effective organizational and prioritizing skills with attention to detail
• Ability to rapidly and consistently produce error-free correspondence, records, and reports
• Strong computer skills including: use of a database management system; thorough knowledge of and ability to use Microsoft Office software and Adobe programs; and capability to learn specialized software/applications as required
• Excellent customer service approach and interpersonal skills

Strong organizational skills, attention to detail, and proficiency in office management tasks

Work schedule

08:00 AM to 17:00 PM, Monday – Friday, inclusive of a 1 hour lunch break

Interested parties, please apply through this platform. Upload your latest resume and complete the TAS Support Staff Application form (you may download a fillable PDF file or Word doc below) for our review and consideration. We will keep you posted on the status of your application.

• Support Staff Application form_Fillable_New Logo.pdf
• Support Staff Application form_SY2021_FINAL_20230928.doc