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 key 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.

 Positive 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

📌 Personal Assistant to the General Secretary-Alumni Office (Cuttack)
🏢 DRIEMS University
📍 Cuttack