The Executive Assistant works cross-functionally with colleagues across the organization to coordinate and provide direct administrative support to the CEO. S/he is also responsible for convening the Administrative Staff Work Group and for overseeing accomplishment of mutually agreed upon activities.
Areas of Responsibility:
Administrative and Executive Support
- Schedules and maintains calendars of the CEO, expense reports, other reporting and mileage reports
- Creates and modifies documents such as invoices, reports, memos, letters, and financial statements
- Coordinates ordering of CEO office supplies with receptionist/Administrative Assistant CSS
- Coordinates, facilitates, and provides logistical support for organizational, community initiatives led by CEO
- Schedules and provides support for Senior Team Meetings and 1:1 Meetings with Vice Presidents
- Coordinates completion of annual forms, UWW membership, Conflict-of-Interest, Relationship disclosure, Code of Ethics and Conduct, SOS Charitable organization
- Provide administrative support to CEO as s/he operationalizes strategic, annual and culture improvement plans
- Provides logistical and administrative support to CEO for All Hands, On-boarding Orientations and Board of Directors Orientation
- Coordinates production and distribution of brand compliant agendas, information packages/binders, meeting set up, and related materials
Executive Volunteer Leadership Support
- Provides logistical and administrative support to CEO for Board of Directors, Executive Committee, Social Innovation Board, Nominations Committee, Strategic Planning Committee, etc.
- Coordinates production and distribution of brand compliant agendas, information packages, meeting set up, minutes, board membership rotation/demographics, and related materials
- Coordinates production of brand compliant meeting presentations and correspondence as directed
- Updates and maintains constituent information in appropriate organizational databases and provides demographic analysis when required
Administrative Staff Work Group
- Lead TUW Administrative Staff Work Group and ensure collaborative, effective and timely execution of team deliverables
- Convenes cross-functional work group to determine scope of work, priorities, timelines and decision-making processes for administrative improvements/maintenance affecting the entire organization
- Seeks input and support from CEO as appropriate for recommendations and to ensure institutional acceptance and communication of proposed changes, processes, procedures, etc.
Supervisory Function:
- Manages Front Desk Administrative Assistant; including annual review process, goal setting (if applicable), time and attendance management
- Provides coaching and mentoring to Front Desk Administrative Assistant as needed
Building Management
- Acts as the liaison between Trident United Way and building management to ensure tenants’ and TUW staff needs are being addressed, and that maintenance of all building systems (electric, cable, HVAC, elevators, cleaning, etc.) is regular and timely
- Supports Building Project Management efforts as needed as a first line contact for contractors, vendors and other stakeholders.
- Works closely with the CFO on all building management matters
ADDITIONAL RESPONSIBILITIES
- Performs other functions as directed by the CEO.
- Actively participates in all TUW events and activities, demonstrating the ability to be a good colleague and team builder.
- Participates as a champion, project lead, and/or member of organizational development teams as required.
- Files and retrieves organizational documents, records and reports.
- Maintains confidentiality in all aspects of employee, volunteer, board, and organizational information.
- Provides coverage for Front Desk Administrative Assistant on a routine basis.
- Complete Andar training as appropriate when offered
Educational Background:
Bachelor’s degree and 3 years of Director or Vice President level administrative support experience OR high school diploma and a minimum of 8 years Director of Vice President level administrative support experience.
Skills/Experience:
- 1 year project management experience preferred.
- Experience working with nonprofit boards, volunteers, or social service programs preferred.
- Previous Supervisory Experience preferred
- Thorough understanding of customer relationship management, project management and continuous quality improvement principles.
- Knowledge of office management principles and practices.
- High proficiency in Microsoft PowerPoint
- Advanced user level Microsoft Office and database skills.
- Superb written and oral communication skills.
- Excellent organization and time management skills.
- Ability to work independently and as part of a team.
- Ability to follow oral and written instructions.
- Ability to interpret and understand metrics, measurements and outcomes.
- Ability to coordinate multiple projects.
PHYSICAL DEMANDS OF JOB
- Exertion of up to 20 pounds of force occasionally, and/or a negligible amount of force constantly to move objects, within the office setting and relating to the position.
- Must frequently use typical office equipment (telephone, multifunctional devices, postage meter, etc.).
- Most of time spent at desk.
- Communicates with constituents, staff, volunteers, board members and/or partners by phone and in person.
- Routinely required to be mobile within the office and or travel occasionally to offsite locations
Compensation/Benefits:
Salary: $41,000 to $50,000 per year
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Feb 27 2019
Active Until:
Mar 27 2019
Hiring Organization:
United Way Worldwide
industry:
Nonprofit