The Executive Assistant works as an integral member of the Development team providing direct support the Chief Development Officer, Vice President of Individual Giving and Vice President of Corporate Relations and supports the advancement of organizational, team and division goals. This position requires strong administrative skills; technological savvy, ability to take initiative; operating in a highly professional manner; experience interacting with senior level management, board members and donors; ability to handle confidential information with discretion; and proven follow up skills to ensure successful and timely completion of projects.
WHAT: Provide administrative support to the Chief Development Officer (CDO), VP of Individual Giving (VPIG) and VP of Corporate Relations (VPCR) and coordinate the work of related committees and projects.
- HOW: Support the CDO, VPIG, and VPCR in their duties including, but not limited to, activities related to leadership teamwork, committee coordination and related activities. Prepare and distribute support materials for meetings, minutes, mailings and special events. Monitor attendance of committee members. Assure timely production of support materials by other staff, coordinate room reservations and catering as needed. Attend meetings and take minutes as requested. Provide administrative support to the Community Investment Tax Credit (CITC) program. Manage any follow up required. Order office supplies and have office equipment maintained/fixed as needed. Become proficient in donor database operations to help manage data needs for CDO, VPCR, and VPIG.
WHAT: Manage high-level administrative operations for the Chief Development Officer and VP of Individual Giving and VP of Corporate Relations.
- HOW: Play a lead role in the planning and execution of senior level donor meetings, committee, council and cabinet meetings, and related development initiatives. Work directly with top volunteer leaders and donors to build strong relationships that can further individual engagement.
WHAT: Manage the schedule and calendar for CDO and VPIG. Coordinate meetings and maintain an electronic filing system, update and keep current Campaign Cabinet list. Be proactive in organizing meeting materials and meeting follow up, including meeting minutes. Plan and execute on travel needs for the senior team.
- HOW: Maintain calendar (using Google Gmail/Calendar) for CDO and VPIG. Schedule internal and external meetings. Coordinate meeting requests, room reservations, equipment, phone bridges, webinars, go-to-meetings and other meeting provisions as needed. Prepare and send meeting announcements and agendas; contact attendees for confirmation; arrange for building passes; and escort guests. Assist with post-meeting follow up, including restoring conference rooms to previous good order. Schedule and manage travel arrangements. Prepare and submit monthly expense reports for CDO, VPIG, and VPCR. Serve as staff liaison to keep schedules on track. Create and maintain files. Work with appropriate staff in determining and delivering pre-meeting briefings and supporting documentation. Keep UWMB Planning Calendar updated for development-related committee activities, division activities, and fundraising events.
WHAT: Manage daily communications for CDO and VPIG.
- HOW: Draft correspondence. Screen calls and in-person communications as needed, based on judgment and discretion. Resolve calls and requests quickly. Provide weekly calendar updates to senior executives to keep things moving smoothly. Engage other staff as needed to answer relevant questions and resolve issues. Understand and be an active user on social media, to help drive both development and community impact-related content out to donors and volunteers as needed.
WHAT: Project and Special Engagement Management.
- HOW: Coordinate external speaking engagements for the CDO and VPIG, including assisting in the drafting of remarks and the production of support materials such as PowerPoint slides and videos. Assist in the development and coordination of special project timelines. Track and maintain project timelines, data and activities. Initiate follow-up activities to ensure timely completion of projects.
WHAT: Other responsibilities as needed, including serving as the intra-division liaison.
- HOW: Examples of liaison responsibilities may include acting as primary contact for particular teams addressing inquiries from internal and external customers; overseeing the greeting of visitors, delivering materials or refreshments as needed for meetings; working on organization-wide events and efforts. All other duties as assigned by the Chief Development Officer, VP of Individual Giving and VP of Corporate Relations.
- Minimum 3- 5 years of experience providing administrative support at the executive level in a fast-paced organization, with a proven track record, and experience skillfully managing projects.
- Professional manner, with sound judgment and discretion in handling confidential information essential.
- Excellent written and oral communication skills. Ability to compose and proofread proper business correspondence, produce and distribute meeting minutes in a timely fashion and produce PowerPoint presentations, and other correspondence as needed.
- Ability to initiate tasks, be creative in problem-solving and very diplomatic in personal and phone communication.
- Proven follow up skills to ensure successful and timely completion of projects.
- Ability to manage detail, anticipate needs and maintain high standards of excellence.
- Proficiency in Microsoft Office environment: Word, Excel, and PowerPoint required. Excel and PowerPoint test may be required prior to the decision to hire.
- Prior experience with donor or customer databases preferred. Ability to become proficient in Andar, the donor database.
- Knowledge and experience using Microsoft Office suite. Use of Google Gmail/Calendar preferred.
- Excellent typing speed, proficiency, and accuracy required. Computer testing may be required of the finalist to confirm typing speed, accuracy and intermediate to advanced knowledge of Excel and PowerPoint.
- Ability to manage and prioritize multiple tasks and work independently.
- Willingness to learn and ability to work as part of a team and support multiple staff members as necessary.
- Ability to develop a good rapport with all staff.
- Ability to work across multiple divisions ensuring that the organization’s goals and interests remain paramount.
- Proven ability to take initiative, be resourceful, and be willing to take direction.
- Self-confidence, assertiveness and composure under stress required.
- Commitment to excellence and the United Way Mission.
Salary: $51,000 to $60,000 per year