Assistant Director of Alumni Relations

The Pingry School, a prestigious K-12 coeducational, independent day school with a rich history dating back to its founding by Dr. John F. Pingry in 1861, stands at the forefront of academic excellence in the United States. With campuses located in Basking Ridge, Pottersville, and Short Hills, New Jersey, Pingry is celebrated for its academic programs, a student-written Honor Code that underpins our community values, and a comprehensive commitment to arts, athletics, community, and civic engagement. Our mission is to inspire in our students a lifelong passion for learning, personal development, and social responsibility, preparing them to be global citizens and luminaries of the 21st century. Rooted in relationships and guided by our foundational philosophy, Pingry is a vibrant community of more than 1,100 students hailing from over 90 towns across New Jersey and New York. At Pingry, we are united by a love of learning and a commitment to preparing students to navigate the complexities of the 21st century with confidence and integrity. For more information, we invite you to visit our website at pingry.org or connect with The Pingry School on Facebook, X, and Instagram to discover why we love school.

Position Summary Joining a high-performing Institutional Advancement team, this role serves as the essential operational and logistical engine for Pingry’s alumni engagement program, supporting an active network of over 8,000 graduates and a student body of approximately 1,100 K-12 students.

The Assistant Director ensures the flawless execution of traditional alumni events, digital communications, committee administration, and database management. By taking ownership of core logistical workflows and daily constituent touchpoints, this role builds the foundational infrastructure that allows the broader Alumni Relations team to scale its high-impact strategic initiatives.

• The ideal candidate is a highly organized, detail-oriented project manager and communicator who excels at event coordination, visual design, and data administration.
• They take pride in behind-the-scenes execution, possess a strong aesthetic eye for digital newsletters and media assets, and demonstrate rigorous database discipline.
• A collaborative team player, they bring warmth, professionalism, and proactive problem-solving to every constituent interaction, acting as a reliable partner to the Director and Associate Director.

Responsibilities

Event Logistics & Execution:

• Plan, coordinate, and execute logistics for legacy alumni events, heavily focusing on Class Reunions, Homecoming, and traditional regional receptions.
• Manage vendor contracts, venue arrangements, catering menus, registration setup, name tags, and on-site event flow.
• Serve as the primary logistical point of contact for class reunion chairs and traditional event host committees.
• Digital Communications & Creative Content:
• Draft, design, and distribute the monthly alumni newsletter and targeted email broadcasts.
• Create visual assets using design tools (e.g., Canva) for email headers, social media promotion, and digital event invitations.
• Partner with the Associate Director of Career Development to ensure career-focused programs (like the Mentorship Portal and Networking Workshops) are properly marketed in general alumni communications.

Database Administration & Operations:

• Maintain accurate, up-to-date engagement, contact, and employment records within the Veracross database.
• Ensure data integrity to support the Associate Director's career networking efforts, ensuring alumni industries and job titles are properly logged for the mentorship ecosystem.
• Field, track, and respond to general inquiries coming through the primary alumni email accounts, phone lines, and web contact forms.

Committee Support & Volunteer Coordination:

• Provide dedicated administrative and logistical support to key alumni committees, specifically absorbing coordination for the Pingry Alumni Association (PAA) Board.
• Coordinate committee meeting schedules, prepare agendas, record meeting minutes, and track follow-up action items.

Departmental Support & Special Projects:

• Provide cross-functional support for major Advancement Office events and institutional campaign initiatives as needed.

Qualifications

• Education: Bachelor’s degree from an accredited college or university.
• Experience: 1–3 years of professional experience in alumni relations, event management, development operations, marketing, or high-level administrative support.
• Exceptional organizational skills and high attention to detail.
• Proficiency with CRM database management (Veracross preferred) and digital design/marketing platforms (Canva, email distribution tools).
• Excellent written and verbal communication skills.
• Ability to manage multiple project timelines independently
• Strong customer-service orientation.
• Demonstrated commitment to diversity, equity, inclusion, and belonging.
• Willingness to work occasional evenings and weekends to support major school events and alumni reunions.

Qualified candidates are invited to apply online at https://www.pingry.org/careers.

The salary range for this position is $65,000-75,000. Final compensation will be determined based on experience and education.

Pingry offers a comprehensive benefits package to full-time employees, including, but not limited to, medical, dental, and vision coverage; retirement plans with employer matching; life and disability insurance; tuition remission for employees' children; and access to wellness and professional development resources.

A full list of benefits is available at www.pingry.org/careers. The Pingry School aspires to be an anti-racist community and is committed to the principles of Diversity, Equity, and Inclusion. Pingry is proud to be an equal opportunity employer. The Pingry School's employment policy is that individuals will receive equal opportunity in all matters pertaining to recruitment, employment, salary, promotion, and assignment, regardless of race, religion, color, gender, sexual orientation, gender identity, national origin, age, disability, pregnancy status, genetic information, marital status, amnesty or status as a covered veteran, or other basis proscribed by federal, state, and local law. All employment is decided based on qualifications, merit, and business need.