The Senior Associate is a key member in the Talent Management team and is responsible for directly supporting and assisting with all facets of work, activities and meetings for the Talent Management team including meetings coordination, preparing reports and presentations, processing invoices and expenses, tracking expenses, travel arrangements, creating and updating databases, preparing onsite events, and other relevant administrative tasks. The Senior Associate performs a variety of administrative office and/or technical support activities within the department/team.
Areas of Responsibility:
An individual must be able to perform each essential duty listed below at a satisfactory level:
- Directly supports the Director, Talent Management and Director, Board Development with all administrative duties as assigned. Work in collaboration with all members of the Talent Management team and provide support.
- Coordinate and schedule meetings between the Talent Management team and other UWW and local United Way teams and individuals, including external vendors and partners. Maintain Vice President’s calendar, and all confirmation/cancellations in a timely manner.
- Coordinate in-person meetings and/or events for the Talent Management Team:By securing MGLC meeting room set-up, managing program/event information, correspondence with participants as needed, printing marketing and learning materials, providing additional resources as requested and needed for a given event (eg. data management, producing tent cards, name cards, ordering supplies, managing catering, etc).
- Conferences and event organizing and planning off-site: support with organizing off-site conferences and events, negotiate and execute contracts with vendors, create materials (copying, printing, binding, shipping), support logistics and prepare relevant materials as requested.
- Assist with managing the department’s budget by proactively, timely and accurately processing all department’s expenses.
- Responsible for expenses, invoices and contracts processing and tracking:invoice payments/reimbursements, contract legal processing and tracking, all financial and administrative duties pertaining to expenses as per the budget and United Way legal process.
- Coordinate travel arrangements for all members of the Talent Management team: reserving hotel accommodation, travel tickets, provide materials, printing documents and preparing all logistics necessary for successful travel; post-travel timely process and submit all expenses and track in a budget report.
- Maintain departmental databases and tracking systems for Talent and Boardprojects, events, provide support to the Talent Team members as needed (eg. Board member database, registration of Board members in United Way Online, Salesforce, and the Board Newsletter, posting jobs via Jobiqo, etc).
- Coordinate the office supplies, purchasing and inventory for the Talent Team.
- Maintain confidentiality of information reviewed, processed and/or filed.
- Prioritize and manage work load to ensure timely achievement of deliverables.
- Communications: Handle phone inquiries and complaints by directing them to the right person and/or department. Support a positive team environment through active participation in team-related activities.
- Assist with the switchboard coverage rotation.
- Other duties as assigned.
Educational Background:
Requires a high school diploma. Bachelor’s degree preferred.
Skills/Experience:
- At least three years of intermediate level experience in a similar role.
- Requires strong skills in Microsoft Office suite, computer and Internet research skills; flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Attention to detail is essential.
- The idea candidate will have strong communication skills (written and verbal), and a clear ability to multi-task in a fast-paced environment.
Job Function:
Organization Info
Listing Stats
Post Date:
Aug 3 2018
Active Until:
Sep 4 2018
Hiring Organization:
United Way Worldwide
industry:
Nonprofit