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Office Specialist & Executive Assistant

This job is no longer available

Ogden, UT, USA
Full-time

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

Organization Info

United Way Worldwide

Overview
Headquarters: 
Alexandria, VA, United States
Annual Budget : 
$100-500M
Founded: 
1934
About Us
Mission: 

United Way improves lives by mobilizing the caring power of communities around the world to advance the common good.

United Way fights for the health, education and financial stability of every person in every community. We win by living United. By forging unlikely partnerships. By finding new solutions to old problems. By mobilizing the best resources. And by inspiring individuals to join the fight against their community's most daunting social crises.

Listing Stats

Post Date: 
Oct 29 2019
Active Until: 
Nov 29 2019
Hiring Organization: 
United Way Worldwide
industry: 
Nonprofit