1. Position Title
Personal Assistant to the General Secretary – Alumni Office
2. Department / Office
Alumni Office / Alumni Association
3. Reporting To
General Secretary, Alumni Association
4. Job Purpose
The Personal Assistant to the General Secretary will provide administrative, technical,
documentation, database, communication, and digital support for the effective
functioning of the Alumni Office. The position requires a person with good knowledge of
ERP systems, HTML, CSS, data management, social media, email communication,
digital documentation, and office file management.
The incumbent will assist the General Secretary in managing alumni information,
maintaining digital platforms, preparing official communications, coordinating alumni
activities, and ensuring systematic maintenance of physical and digital records.
5. Key Responsibilities
A. Administrative Assistance
Provide day-to-day administrative and technical assistance to the General Secretary.
Maintain schedules, appointments, meetings, and important activities of the Alumni
Office.
Prepare meeting agendas, notices, minutes, circulars, letters, and official
communications.
Coordinate with alumni, faculty members, administrative staff, students, and external
stakeholders.
Maintain a task and follow-up register for instructions received from the General
Secretary.
Ensure timely completion and follow-up of assigned activities.
Maintain confidentiality of official and alumni-related information.
B. ERP Management & Web Support
The candidate should have practical knowledge of ERP systems and basic web
technologies, particularly HTML and CSS.
ERP Responsibilities
Operate and maintain alumni-related information in the institutional ERP system.
Enter, update, verify, and manage alumni records in ERP.
Extract required data and generate reports from the ERP.
Maintain accuracy and consistency of alumni information.
Assist in identifying and correcting data-entry errors.
Coordinate with ERP/system administrators for technical issues.
Maintain and update alumni-related modules and information as authorized.
Assist in importing/exporting data between ERP, Excel, and other systems.
Maintain proper records and backups of important data.
HTML & CSS Responsibilities
Have working knowledge of HTML and CSS for maintaining and updating alumni-
related web pages.
Make basic modifications to existing HTML pages.
Update text, headings, tables, links, images, notices, event information, and other
webpage content.
Apply basic CSS formatting for webpages and digital content.
Modify webpage layout, fonts, spacing, alignment, tables, buttons, and other basic
elements.
Maintain consistency of webpage formatting and presentation.
Identify and correct basic HTML/CSS formatting issues.
Assist in updating Alumni Association webpages and digital notices.
Coordinate with the web/IT team for advanced technical changes.
Ensure that updated web content is accurate and properly formatted before
publication.
Preferred Technical Knowledge:
HTML, CSS, basic JavaScript knowledge, ERP systems, MS Excel, Google Sheets, database
handling, web content management, and basic troubleshooting.
C. Alumni Database & Data Management
Maintain a comprehensive, accurate, and updated alumni database.
Collect alumni information from registration forms, ERP, email, social media,
websites, and other authorized sources.
Verify and update alumni contact information and professional details.
Maintain alumni records in Excel, Google Sheets, ERP, or other authorized databases.
Categorize alumni according to batch, department, profession, location, organization,
and other relevant parameters.
Generate periodic reports on alumni registration, participation, communication, and
engagement.
Perform data cleaning, duplicate removal, and data verification.
Maintain appropriate data backup and security procedures.
D. Social Media & Digital Outreach
Assist in managing official Alumni Association social media platforms.
Collect alumni achievements, photographs, professional updates, event information,
and other relevant content.
Extract and organize relevant information from social media platforms for official
alumni records.
Maintain a structured record of alumni social media engagement and important
interactions.
Assist in preparing posts, announcements, event updates, and alumni-related digital
content.
Coordinate with the General Secretary before publishing official information.
Ensure that information published through official channels is accurate and
professionally presented.
E. Email, Mailing & Communication Management
Manage official email communication of the Alumni Office.
Prepare and send professional emails, invitations, notices, reminders, greetings, and
announcements.
Maintain updated alumni mailing lists and contact groups.
Conduct bulk mailing/newsletter activities using authorized mailing systems.
Maintain records of important incoming and outgoing correspondence.
Follow up on important emails and pending responses.
Maintain professional communication with alumni and other stakeholders.
Draft formal letters and communications as instructed by the General Secretary.
F. File & Document Management
The Personal Assistant shall be responsible for systematic maintenance of physical as well as
digital files.
Physical File Management
Maintain and organize files related to:
Alumni registration
Alumni membership
Executive Committee
General Body meetings
Meeting minutes
Notices and circulars
Alumni events and programmes
Alumni achievements
Correspondence
Financial and administrative records
Certificates and appreciation letters
Reports and presentations
Photographs and media records
Digital File Management
Maintain organized digital folders and subfolders.
Scan and digitize important physical documents.
Maintain proper file naming and indexing conventions.
Maintain document versions and updated copies.
Organize photographs, videos, PDFs, Excel files, presentations, and correspondence.
Maintain appropriate backup of important documents.
Ensure quick retrieval of documents whenever required.
Maintain confidentiality and access control for sensitive records.
G. Meeting & Event Coordination
Assist in planning and organizing alumni meetings, reunions, interaction programmes,
seminars, and other events.
Prepare invitations, registration forms, participant lists, attendance sheets, and event
schedules.
Coordinate communication with alumni and invited guests.
Assist with registration and attendance management.
Maintain event photographs, videos, reports, and supporting documents.
Prepare post-event reports and documentation.
Update alumni databases based on event participation.
H. General Secretary Support
Assist the General Secretary in preparing reports, presentations, letters, notices,
circulars, and official documents.
Prepare information and supporting documents required for meetings.
Maintain important dates, deadlines, appointments, and follow-up activities.
Collect information from departments and concerned stakeholders.
Prepare briefing materials and data summaries.
Maintain records of decisions and action points from meetings.
Monitor pending tasks and provide timely reminders.
Handle routine communication on behalf of the Alumni Office when authorized.
6. Required Technical Skills
The candidate should preferably possess working knowledge of:
Area Required Knowledge
ERP Data entry, data updating, report generation, data extraction
HTML Basic webpage creation and content modification
CSS Basic webpage styling, formatting, layout and presentation
MS Excel Data entry, sorting, filtering, tables, basic formulas and reports
Google Sheets Collaborative data management
Email Management Professional email, mailing lists, bulk communication
Social Media Content collection, data extraction and digital outreach
File Management Physical and digital document organization
Cloud Storage Google Drive/OneDrive or similar platforms
Documentation MS Word, PDF, reports, notices and official letters
Web Content Basic webpage content updating and maintenance
7. Communication & Interpersonal Skills
The candidate must demonstrate:
Excellent written and verbal communication skills.
Professional email drafting ability.
Good English communication skills.
Ability to communicate effectively with alumni, faculty, administrators, students, and
external stakeholders.
Good interpersonal and coordination skills.
Ability to handle telephone and email enquiries professionally.
Ability to prepare formal notices, letters, invitations, and reports.
8. Educational Qualification
Minimum Qualification
Graduate in any discipline with good computer knowledge.
Preferred Qualification
Graduate/Postgraduate in:
Computer Applications
Computer Science
Information Technology
Business Administration
Management
Commerce
Any other relevant discipline
Candidates having additional certification/training in ERP, HTML/CSS, database
management, office administration, digital communication, or social media
management will be preferred.
9. Preferred Experience
Preference may be given to candidates having experience in:
Alumni/association office administration
Educational institutions or universities
ERP-based data management
HTML/CSS-based webpage maintenance
Database management
Email and mailing management
Social media management
Event coordination
Documentation and record keeping
Office administration
10. Core Competency Summary
ERP + HTML/CSS + Data Management + Social Media + Email/Mailing +
Documentation + File Management
Benefits:
- Commuter assistance
- Provident Fund
Work Location: In person
