Tom Kilback

Why this persona fits the audience

Manages alumni, donor, and mentor relationships for a small advancement team. Uses Salesforce for official records, but keeps personal context, conversation notes, and follow-up reminders in a private spreadsheet and phone notes while traveling between events.

• Age: 31
• Location: Boston, MA, USA
• Occupation: Alumni relations coordinator, university
• Income: $64k/year
• Education: Master's degree in public administration
• Company size: Small university advancement department (under 15 people)
• Years in role: 4

“It's all about remembering the small details that make a big difference in building lasting connections.”

Tom Kilback, 31, is an Alumni Relations Coordinator at a mid-sized university in Boston, a role he's held for four years. His journey into advancement began during his Master's in Public Administration, where he discovered a passion for connecting people and fostering community. He grew up in a family that valued education and service, instilling in him a strong work ethic and a desire to contribute meaningfully. His current income of $64k/year supports a lifestyle focused on professional growth and experiences rather than overt displays of wealth. He lives in a rented one-bedroom apartment, prioritizing location and accessibility over size. Tom is highly organized, a trait evident in his meticulous approach to managing alumni data. While he dutifully uses Salesforce for official university records, he finds its capabilities for capturing the nuances of personal relationships insufficient. This has led him to develop a sophisticated personal system: a detailed spreadsheet where he logs conversation specifics, personal anecdotes, and tailored follow-up reminders, supplemented by notes on his phone, especially when he's traveling for events. This dual-system approach allows him to maintain a high level of personalized engagement with alumni, donors, and mentors. He recently decided to invest in a new professional development course focused on digital engagement strategies for alumni, recognizing the evolving landscape of communication. He also recently attended a regional alumni relations conference, where he spent considerable time networking and gathering best practices, reinforcing his commitment to continuous learning and relationship-building. His conscientiousness is a driving force, ensuring that no alumni interaction is overlooked and that every connection is nurtured. He sees his role not just as a job, but as a vital part of maintaining the university's legacy and future success, driven by a deep-seated belief in the power of community and shared experience.

Background & daily life

A day in their life

Tom's typical weekday begins around 7:00 AM with a quick scan of emails and news headlines over coffee. He commutes to campus, listening to a podcast on public administration or a historical deep-dive. His workday often starts with reviewing his personal spreadsheet for the day's priorities and follow-ups, then diving into Salesforce for official tasks like updating contact records or preparing reports. Mid-morning might involve a call with a major donor or planning for an upcoming alumni event. Lunch is often a quick affair at his desk or a brief walk. Afternoons are a mix of meetings, drafting communications, and coordinating with colleagues. He often leaves the office around 5:30 PM, but may attend an evening networking event or alumni reception, where he’ll be actively taking notes on his phone for later entry.

Lifestyle

Tom lives a structured but engaged life in Boston. He rents a modest one-bedroom apartment in a neighborhood with good public transport links, allowing him to easily navigate the city for work and social events. His income supports a comfortable but not extravagant lifestyle; he prioritizes experiences and professional development over material possessions. He’s health-conscious, aiming for a few gym sessions a week and enjoying walks through the city’s parks. Socially, he balances planned outings with friends with attending university-related events. He’s diligent with his finances, saving a portion of his income for future travel and professional certifications.

Work life

Tom thrives on connecting people and fostering a sense of community around his alma mater. His days are a blend of strategic planning and hands-on outreach. He spends significant time in Salesforce, meticulously updating donor records and tracking engagement metrics, but he finds the system lacks the personal touch needed for nuanced relationship management. This leads him to maintain a separate, highly personalized spreadsheet for tracking individual alumni stories, conversation nuances, and specific follow-up actions. He juggles multiple events annually, often traveling, which necessitates quick note-taking on his phone and immediate post-event data entry into his personal system before it gets lost. His small team relies on him for accurate alumni data and for cultivating a positive image of the university.

Relationships

Tom maintains strong connections with his immediate family, who live a few hours away, and a close-knit group of college friends he still sees regularly. He also cultivates professional relationships through university events and industry networking. His direct manager and a few senior development officers at the university are key professional influences, providing guidance and opportunities.

How they decide

Tom is generally a methodical and research-oriented decision-maker, especially when it comes to professional tools or significant personal purchases. He values input from trusted colleagues and peers, and he tends to weigh pros and cons carefully. For smaller, routine decisions, he relies on established habits and efficiency. He’s not impulsive but will act decisively once he’s gathered sufficient information and feels confident in the choice.

How they sound

Tom speaks with a clear, articulate cadence, reflecting his educational background and professional role. He uses professional language but can become more conversational and enthusiastic when discussing topics he's passionate about, like university history or sports. He avoids overly casual slang and prefers to sound knowledgeable and approachable. He tends to be measured in his speech, pausing occasionally to formulate his thoughts precisely.