Assistant Manager, Institutional Advancement

Assistant Manager, Institutional Advancement

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The Assistant Manager (Institutional Advancement) provides essential administrative, implementation and execution support to the IA team, with a strong focus on writing, coordination, documentation and data management.

The role supports fundraising, donor stewardship, alumni engagement, events and communications by preparing high quality written materials, managing records and systems (including Zoho and donation records), and ensuring the smooth implementation of IA activities under the direction of the Director / Senior Manager (IA).

Draft and edit proposals, concept notes, donor reports, acknowledgement letters, presentations and other fundraising and stewardship materials.

Demonstrate strong professional copywriting skills, including drafting bilingual (English and Chinese) communications such as stakeholder letters, gift agreements and progress reports.

Prepare content for fundraising campaigns and events, including invitations, programme notes, briefings and simple marketing collateral, in collaboration with IA and Marketing colleagues.

Assist in implementing donor stewardship plans, ensuring timely follow‑up, reporting and acknowledgement to donors.

Support renewal gifts cultivation by preparing progress updates, conducting basic research, drafting renewal proposals and assembling materials for personalised cultivation strategies to sustain donor engagement and secure renewal gifts.

Maintain accurate and up‑to‑date donor and prospect records, correspondence and documentation in the CRM system (Zoho).

Assist in prospect development and new gift solicitation by researching and identifying new prospects, compiling prospect research, recording new contacts and inputting donor visit details into Zoho.

Support alumni engagement activities to keep alumni informed and connected, and help identify opportunities for alumni giving and participation in College initiatives.

Input, update and extract data from the CRM for reporting, mailings and analysis, and generate standard reports and lists to support campaigns, events and management review.

Track and file donation records, assist the Finance Department in reconciling donation records, and regularly verify donations against monthly finance reports.

Compile data and simple dashboards for regular IA reporting and monitoring of KPIs.

Provide logistical and administrative support for fundraising campaigns and engagement events (e.g. venue arrangements, registration, guest lists, materials, suppliers, on‑site support).

Assist in the planning and execution of key IA and College events, such as the annual flagship fundraising event (Dinosaur Run), Donor Appreciation Events, Prospect Events and “Meet the President” gatherings in Hong Kong and YCYW schools across China.

Liaise with internal departments to gather information, stories and photos for donor reports, event materials and IA communications.

Handle general IA administrative tasks, including scheduling meetings, preparing agendas and minutes, processing payments and maintaining filing systems (soft and hard copy).

Coordinate with the Marketing team to support the development of visual materials and videos for fundraising and promotional purposes.

Supervise and assign tasks to student helpers and temporary staff, as necessary.

Conduct desktop research and support other administrative and ad hoc tasks as required by the College.

Assist the Director / Senior Manager (IA) in ad‑hoc projects, research, benchmarking and preparation of management reports as required.

Perform any other duties as assigned by the College as appropriate.

Bachelor’s degree in Marketing, Communications, Business, Social Sciences or related discipline.

About 3–6 years of relevant experience in fundraising, development, marketing, communications or administrative support, preferably in NGOs or education; experience in higher education is an advantage.

Strong writing and editing skills in English and Chinese, with attention to detail and accuracy, and proven ability to produce clear, professional bilingual…