Administration Assistant

Role Overview

HUCAA's Admin Assistant is the person who keeps the association's day-to-day machinery moving — handling the correspondence, records, and behind-the-scenes logistics that allow members, partners, and the Executive Board to stay connected. Reporting to the Executive Board, this role sits at the centre of the network as its first point of contact, so the way inquiries are answered, information flows, and events are run has a direct bearing on how visible and well-managed the association appears. It suits someone organised, discreet, and comfortable switching between written work, database upkeep, and on-the-ground event coordination in the same week.

Key Responsibilities

• Manage incoming and outgoing correspondence across email, official letters, and WhatsApp, making sure messages reach the right people and receive a timely reply.
• Draft administrative documents, internal notices, and communications on the Executive Board's behalf.
• Maintain and regularly update the membership database, processing new registrations and correcting member records as they change.
• Keep track of statutory and audit compliance obligations, gathering and preparing the supporting documentation required.
• Provide ongoing administrative support to HUC Administration as part of the regular working rhythm.
• Serve as the association's primary interface for alumni, friends, partners, and other stakeholders, responding to inquiries from both inside and outside the network.
• Assist in planning and coordinating meetings, conferences, and alumni gatherings, including bookings, materials, and the reception of participants.
• Follow through on the operational side of each activity from set-up to wrap-up so that organised events run as intended.

Requirements & Qualifications

• HUC connection: familiarity with HUC is required, and preference is given to an alumnus of an HUC certificate or degree program, or to someone who has previously been linked to HUC or HUCAA in a formal capacity.
• Writing: excellent English writing skills; fluency in additional languages is an asset.
• Office tools: solid working command of Word, Excel, and email.
• Design: proficiency in Canva.
• Channels: confident daily use of WhatsApp and social platforms such as Instagram, Facebook, and LinkedIn.
• Organisation: strong ability to structure work and manage competing priorities.
• Communication: strong interpersonal skills for dealing with a varied membership and external partners.
• Working style: able to operate independently while contributing to a team, with a proactive mindset and a real sense of responsibility for the tasks assigned.
• Logistics: practical skills in logistics and event management.
• Assets: prior experience in an association or comparable organisation, knowledge of digital communication tools, and experience coordinating projects.
• Personal attributes: rigor and professionalism, availability and responsiveness, discretion and respect for confidentiality, and a genuine commitment to HUCAA and HUC values.

Application Process
Interested candidates are invited to submit:

• A CV
• A cover letter

Send your application to:
[email protected] and copy to [email protected]
Deadline: 23rd September 2026