Alumni Relations & Events Coordinator
Cambridge in America
From its location in New York City, Cambridge in America (CAm) promotes interest in and support for the University of Cambridge (UK) and its constituent Colleges among alumni and friends in the United States and in the Americas.
Cambridge in America runs alumni and development programs aimed at showcasing the best of Cambridge, working in partnership with University and College leadership. A historic institution of higher education in the United Kingdom, Cambridge consistently ranks among the very top research universities worldwide, with more than 18,000 students from all walks of life and all corners of the world, nearly 9,000 staff, 31 Colleges and 150 Departments, Faculties, Schools, and other institutions. Sustaining a university of this caliber demands continual investment, therefore fundraising efforts and innovative partnerships are vital and an essential element of the work of Cambridge in America. During the last five years, more than $400 million has been raised by Cambridge in America. Currently Collegiate Cambridge is in a 2 billion GBP campaign, and it is an exceptionally exciting time to join the high-performing team at Cambridge in America.
Alumni Relations & Events Coordinator
As a member of the Alumni Relations and Events team, the Alumni Relations & Events Coordinator provides support to the Director, Alumni Relations & Events, and the Senior Events Manager.
Under the direction of the Director, Alumni Relations & Events, responsibilities will include:
Event Support -
- Work as main manager of event registrations.
- Coordinate event logistics; pre-event, onsite support, and post-event.
- Create and maintain event budgets, process event related bills.
- Keep venue/vendor files and contact details up to date.
- Provide support in creating event briefings and prospect profiles, as needed.
- Provide ongoing support including drafting copy for event communications, organizing data, files, and materials.
- Work as lead organizer of in-house event space, keeping stock of items, and having knowledge of AV equipment in space.
- Organize travel for event speakers, as needed.
Volunteer Engagement Support -
- Manage a portfolio of Alumni Volunteer Groups.
- Manage Alumni Relations inbox.
- Work with Communications Manager on copy for volunteer led events, as needed.
- Communicate necessary alumni group contact page updates for the CAm website with Communications Manager, as needed.
- Assist with CAm Board meetings and various Board-related activities, including coordinating travel logistics and assisting Director, Alumni Relations & Events, with Board projects as assigned.
- Update tracking spreadsheets for North America alumni groups, as assigned.
- Collaborating with Database team on data requests from alumni groups, as requested.
Communications Support -
- Maintain and distribute internal Upcoming Events Calendar.
- Post event registration and attendee lists to the Advancement Intranet.
- Manage stock of Cambridge branded pop-up banners.
- Manage stock of branded event giveaways.
- Assist with writing copy for event communications, as needed.
Administrative Support -
- Provide administrative support, including expense report processing for Director, Alumni Relations and Events & Senior Events Manager.
- Handle travel bookings for team, as assigned.
- Manage communications with constituents by answering Alumni Relations phone line and responding to Events and general inbox inquiries.
- Compose routine correspondence, proofread letters, and other documents, as needed.
- Schedule team meetings using office-wide shared conference room calendars.
- Manage team conference call bookings on office-wide Conference Call Calendar.
- Mail letters and packages in support of Alumni Relations and Event management efforts.
Assist with special projects and performs other duties as assigned or requested by the Director, Alumni Relations & Events.
- Bachelor's degree and a minimum of 1-2 years related experience required.
- Experience in development or alumni relations, preferably at an institution of higher education.
- Strong event planning and organizational skills and the ability to prioritize and meet deadlines.
- Exhibit excellent judgment and be able to work cooperatively and communicate in a professional manner with Board members, regional alumni volunteers, prospective donors, and members at all levels in the University and the Colleges.
- Strong oral and written communication skills required.
- Must be professional, organized, creative and efficient, with excellent interpersonal skills to work successfully as part of a team.
- Understanding of working in a complex academic environment highly desirable.
- Candidate must be proficient in the Microsoft Office Suite (Word, Excel, PowerPoint), and Microsoft Outlook.
- Ideal candidate will demonstrate some experience with advancement software.
- Ability to work nights and weekends for events.
- Ability to travel domestically and internationally.