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Executive Assistant, Office of Alumni Engagement

Buffalo, New York ~ October 14, 2019

The Executive Assistant supports the work of the Office of Alumni Engagement and independently supports the UB Alumni Association Board of Directors, and other divisional and university staff to increase alumni engagement and private support to the University at Buffalo.
A summary of duties are as follows:
Provide administrative support to the Associate Vice President for Alumni Engagement and Annual Giving and the Executive Director of Alumni Engagement, including the following:
• schedule and maintain active calendars
• anticipate needs for advance materials in support of meetings and related activities
• assist with reporting and pulling alumni/prospect data
• prepare and save contact reports and other information into the Advance Web Access (AWA) alumni database, maintaining strict confidentiality
• assist with development of executive-level presentations, correspondence and other documents as needed.
Cultivate solid working relationships with alumni volunteer leaders and provide administrative support to the UB Alumni Association (UBAA) Board of Directors that includes the following:
• steward and communicate with board members;
• send out meeting invitations, track responses to the various meetings for the Board of Directors, Executive Committee, other various board committees (finance, membership, audit, etc.) and UBAA board president’s meetings;
• draft correspondence and manage communication via the UBAA secure website;
• prepare agendas, coordinate meeting logistics, and assist with travel itineraries as requested by out-of-town members;
• coordinate engagement activities for UBAA Past Presidents;
• maintain and update UBAA by-laws and other board materials as required and post to the board secure website as appropriate.

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