As Senior Associate, Major Donor Relations, you will join an experienced group of major gifts professionals who develop, curate and promote major and planned giving strategies that support the United Way Worldwide (UWW) network in raising more than $1 billion annually in major and planned gifts. In this critical role, you are responsible for providing administrative and office support to enhance team and organizational strategies that drive key performance metrics within United Way. Major Donor Relations team members are part of the Investor Relations department, working collectively to build the capacity of the global network of 1,800 local United Ways and to secure $4.8 billion to meet United Way Worldwide’s mission.
You will directly support administrative and office support activities of the team Vice President and Senior Director. You will work closely with other team members, providing general and project-specific administrative support as needed. Your organizational skills and get-it-done attitude set you apart! You are not satisfied with the status quo and seek to improve systems and processes that elevate everyone’s performance. You are innovative! You will interface cross-functionally to accelerate team and organizational goals. Your role is both internal and network-facing. Your interpersonal skills shine through in all interactions, including with key gatekeepers and United Way executives as well as significant investors in United Way.
Examples of typical tasks include managing meeting and event arrangements; project management as assigned, preparing reports and financial data; responding to general inquiries; copying documents, drafting routine memos; answering telephones, as well as, drafting and editing content.
An individual must be able to perform each essential duty listed below at a satisfactory level:
Specific to Vice President and Senior Director
- Maintain calendars and schedule meetings.
- Make travel arrangements and coordinate travel logistics.
- Prepare, reconcile, and submit expense reports.
- Prepare documents and resources needed for meetings; draft routine communications, type and proofread correspondence.
- Handle confidential issues and information using discretion and excellent judgment.
- Coordinate new department and/or team member training and assistance as well as creation of onboarding schedules.
General and for Team
- Provide general administrative and project-specific support to team members.
- Develop and maintain successful relationships with external contacts, local United Way counterparts, and United Way Worldwide colleagues.
- Schedule intra-/inter-departmental, multi-market and project-based meetings as needed.
- Project development and management of intra-/inter-departmental as well as external initiatives, meetings, events, conferences, promotion, grants, etc. for the team and dept. as needed.
- Handle logistics related to meetings, including: room reservations, catering, scheduling invitations, communications, meeting/collateral materials, etc.
- Produce webinars and all logistics.
- Produce conference and international calls and all logistics.
- Draft, submit for General Counsel review, and manage all logistics of contract and invoicing process for team (e.g. Concur).
- Review and distribute incoming mail; manage out-going mailings on a project-to-project basis.
- Research, create, and maintain reports (project/team/department), databases and tracking systems (e.g. Salesforce).
- Support tracking budget expenses and budget balances.
- Support website for team and updates.
- Creates department, team and United Way Worldwide presentations and collateral materials for internal and external use.
- Use Microsoft Office products fluently (Outlook, Word, PowerPoint, Excel, Publisher) and other programs such as Adobe Acrobat Pro and Smartsheet as required.
- Assist with switchboard coverage rotation.
- Other duties as assigned.
- At least three years of intermediate level experience in a similar role working with senior level executives and remote team members.
- Requires excellent interpersonal skills; ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Attention to detail is essential.
- Ability to anticipate needs and think ahead, essential.
- The ideal candidate will have strong communication skills (written and verbal), and a clear ability to multi-task in a fast-paced environment; fluent skills in Microsoft Outlook, Word, PowerPoint, Excel, and Publisher, Adobe Acrobat Pro and project management software such as Smartsheet, computer, and internet research skills; flexibility.