Administration Assistant

OVERVIEW

• The HUCAA Alumni Association (HUCAA) is seeking a dynamic and committed Admin Assistant to perform administrative duties, internal and external communication, as well as logistical management of the association’s activities. This strategic role serves as the main focal point between members, partners, and the governing bodies of the association.

KEY RESPONSIBILITIES

• Under the supervision of the Executive Board, the Admin Assistant will be responsible for:

Administration

• Manage correspondence (emails, official letters, WhatsApp communications)
• Draft administrative documents and internal communications
• Maintain and regularly update the association’s membership database
• Ensure statutory and audit compliances
• Support HUC Administration on regular basis

 Association’s Focal Point

• Serve as the primary interface between alumni, friends, partners, and stakeholders
• Ensure smooth flow of information within the network
• Respond to internal and external inquiries
• Contribute to the visibility and representation of the association
• Manage membership registrations

Logistical Management

• Assist in the coordination and planning of events (meetings, conferences, gatherings)
• Handle logistical aspects (bookings, materials, participant reception)
• Ensure operational follow-up of activities
• Oversee the smooth execution of organized events

REQUIREMENTS

Mandatory Criteria

• Familiar with HUC and most preferred to be an alumnus or associated with HUC or HUCAA in the past in any formal capacity
• Excellent writing skills in English; additional languages are an asset
• Good command of office tools (Word, Excel, email, etc.)
• Proficiency in Canva
• Proficiency in WhatsApp and social media platforms such as Instagram, Facebook, and LinkedIn

Key Skills

• Strong organizational skills and ability to manage priorities
• Excellent communication and interpersonal skills
• Ability to work both independently and as part of a team
• Proactive mindset and strong sense of responsibility
• Skills in logistics and event management

Additional Assets

• Experience in an association or similar organization
• Knowledge of digital communication tools
• Experience in project coordination

Personal Attributes

• Strong sense of rigor and professionalism
• Availability and responsiveness
• Discretion and respect for confidentiality
• Commitment to HUCAA and HUC values