The Office Specialist and Executive Assistant (OSEA) will provide a wide range of office duties and executive-level support to ensure seamless and professional operation of the UWNU office. The OSEA must be proactive and comfortable working independently, under pressure with composure and professionalism, and handle a wide variety of activities and confidential matters with discretion.
Areas of Responsibility:
FRONT DESK
- Answer phone calls and greet people visiting United Way office
- Schedule usage of office meeting spaces
- Sort incoming mail and process outgoing mail
- Attend to minor issues regarding United Way facility/tenants
- Submitting orders for office supplies and other materials
- Post job openings and coordinate job interview schedules for hiring managers
- Support staff with resolving top ten frequently asked IT questions
- Send all staff emails, reminders, and calendared events
- Coordinate recognition of internal and external staff/stakeholders for matters such as births, deaths, retirements, etc.
EXECUTIVE SUPPORT
- Schedule, coordinate, and oversee a wide variety of internal and external meetings, both on and off-site, including room setup, telephone/web conferencing and other logistics.
- Prepare and distribute presentation and meeting materials (agendas, scripts and PowerPoint presentations), acknowledgement letters, personal correspondence, etc.
- Arrange, against a travel budget, travel schedules and reservations as needed for members of the senior management team
- Other special projects or duties as assigned
- Follow-up on contacts made by the CEO, Director of Operations, and Director of Resource Development to support the cultivation of ongoing relationships
- Edit and complete first drafts for written communications to external stakeholders
BOARD SUPPORT
- Serve as senior management team’s administrative liaison to board of directors
- Prepare and disseminate in a timely manner agendas, handouts, and minutes
- Recording of minutes and advance distribution of materials before meetings.
- Keep current and historical records of all legally required minutes, policies, etc.
Educational Background:
Associate’s degree or Bachelor’s degree preferred
Skills/Experience:
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Forward thinking - proactively propose opportunities (anticipate needs) and solutions to improve executive office operations
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Proven ability to manage calendars and coordinate executive-level meetings
- Strong written and verbal communication skills; proven ability to create and edit content
- Exceptional interpersonal skills and the ability to build relationships with stakeholders including staff, board members, external partners and donors. Emotional maturity.
- Demonstrated ability to problem-solve with strong decision-making abilities
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
- Proven ability to work well under pressure position while maintaining composure, confidence and professional demeanor
- Flexibility in workday; be able to occasionally work early mornings and evenings
- Resourceful, ability to work independently and collaborate on cross-functional teams
- Minimum 3-5 years of experience providing administrative support at the executive level with increasing responsibility
- Basic understanding of IT systems and experience troubleshooting general IT issues
- Experience using Google Suite and Microsoft Office software and other internet tools such as web conferencing software, etc. and social media
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 29 2019
Active Until:
Nov 29 2019
Hiring Organization:
United Way Worldwide
industry:
Nonprofit