Alumni Affairs & Events Assistant

All UK vacanciesProfessional or ManagerialAlumni Affairs & Events Assistant

Administrative,Fundraising and Alumni,PR, Marketing, Sales and Communication

Short info about job

Company: University of California Trust (UK)

Salary: £15 per hour

Hours: Part Time

Contract type: Fixed-Term/Contract

Type / Role: Professional or Managerial

Phone: +44-161 5086090

Fax: +44-1353 9074951

E-mail: N\A


Detail information about job Alumni Affairs & Events Assistant. Terms and conditions vacancy

Contact Hours: 15-20/week. Evening and/or weekend as required.

Directly Reporting to: Jodi Anderson – Senior Director, Violet Del Toro – Communications Manager


The University of California Trust (UK) was established in 1999 and is a registered British Charity (No. 1075405). The UC Trust (UK) facilitates charitable giving from the UK and Europe, providing donors with a variety of tax effective ways to give to the University of California from abroad.

This Alumni Affairs & Events Assistant position is for a fixed term of 12 months, with the possibility of extending into a more permanent role.

Areas of responsibility

Events Coordination and Management

  • To perform venue research, liaise with suppliers, caterers and venues.
  • Event preparation including creating detailed event running sheets, name badges, brochures, and other materials.
  • Staff events and act as a key point person; when the occasion arises lead and direct event volunteers.
  • Event follow-up, including thank you notes, producing invoices, social media updates, etc.

Alumni Relations & Student Support Program

  • Act as first point of contact for all inquiries, and respond as appropriate
  • Undertake online prospect research to develop knowledge of UC alumni in the UK and Europe and support outreach efforts
  • Coordinate logistics for Alumni Board Meetings, including booking event space, catering, taking of minutes and providing general assistance during presentations
  • To liaise with Alumni Leaders about upcoming network events, including sending over event sheets, performing venue visits (when necessary), setting up Eventbrite pages, sending weekly attendee updates, etc.
  • Liaise with the UCEAP Study Center to involve students in UC Trust (UK) and alumni events as appropriate and vice-versa
  • Working with the Senior Director, provide administrative support for UCLA development and outreach projects, including, but not limited to the promotion of UK and European scholarships with a view to increasing charitable giving
  • Provide support to local clubs for events designed to support students or raise money for scholarships

Marketing, Communications & Social Media

  • To assist with implementing marketing campaigns through e-mail, print or social media.
  • To assist with the sourcing of materials for, proofreading and set-up of social media channels.

Office Administration & Database Entry

  • Maintaining office supplies to ensure a smooth-running of the facility
  • Organizing and maintaining diaries and making appointments
  • Carrying out research and special projects as requested

Person Specification


  • Ability to work in London and flexible with schedule (some evening and weekend work will be required)
  • Must have right to work in the UK
  • Creative eye, with a high level of attention to detail and ability to work to deadlines
  • Excellent communication skills – in person, in writing, and over the phone
  • Team player with positive attitude, good problem-solving skills and enthusiastic approach to work
  • Bachelor’s degree or higher
  • Able to commit to 12 month agreement
  • Ability to work independently but seek out clarification as necessary


  • Some affiliation with or demonstrable knowledge of the University of California system
  • Some experience or interest in social media, communications/marketing and events’ coordination 
  • Experience working with digital and social media marketing tools: Hootsuite, Eventbrite, Mailchimp, CMS Cascade, Twitter, Facebook, Flickr, Survey Monkey, Doodle, Google Calendar
  • Interest in the charity/non-profit sector, higher education and international education

Please send a coverletter and CV to Violet Del Toro, Communications Manager – [email protected] by the close of business on Friday 15 September 2017.

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