Perform a wide range of administrative duties to support the President, C-Suite officers and their departments to achieve the organizational mission.
Areas of Responsibility:
Support for board, all board level committees, and staff meetings, including: (30% of time)
- Compile, coordinate and prep materials for all meetings and board orientation
- Handle meeting agendas, minutes, distribution, and record keeping
- Manage training calendar for twice monthly staff meetings
Provide excellent customer service for volunteers, donors, partners, and fellow team members (20% of time)
- Welcoming face and voice of the organization; answer, screen and direct incoming call and greet visitors, fielding routine questions and inquires and ensuring visitors or callers are connected to the most appropriate staff member
- Build relationships with board volunteers and their assistants
- Assist with Customer Relationship Management in StratusLive
- Knowledge of 2-1-1 and community resources to refer visitors or callers
- Provide back-up scheduling support for VITA
- Oversee all conference rooms /common areas and provide meeting support including room set up, lunches, drinks and supplies
- Support donor engagement efforts such as circulate/mail birthday, congratulatory, sympathy cards.
- Guide new hire onboarding (not department specific) including office tour, desk set-up, security, parking, public files, business cards, door name plates, name badges
- Be knowledgeable of what is happening in/out of the office – meetings, visitors, special events
Provide general team support including: (20% of time)
- Assembling packets and mailings and printing/organizing name tags
- Process incoming and outgoing mail, standard and bulk mail; be the bulk mail expert for the office
- Maintain copiers, postage meter and fax machine and related supplies
- Liaison with office providers (copiers, phone system, Denny’s security)
- Enter Imagination Library registrations
- Manage event RSVPs
- Maintain Outlook group lists
- Support Senior Team members by assisting with copying, filing, mailing and other general administrative tasks
- Manage organizational calendars invites
Support of President: (20% of time)
- Coordinate schedules and make and track appointments with external stakeholders – CEO calls, community leaders, major donors
- Coordinate and schedule monthly lunches for board members and CEO
- Accompany CEO to select community meetings for administrative support
- Assist with mail and email correspondence related to workplace campaigns and special events
- Assist with meeting preparation
Provide buffer for Senior Team members to eliminate wasted time (10% of time)
- Protect, look for errors, be another set of eyes and ears
- Pay extra attention to the details
- Cover for executive “blind spots”
- Remind of follow-ups
Educational Background:
Associate degree in Business or related field or equivalent experience
Skills/Experience:
- Five plus years progressively responsible administrative work experience
Skills
- Full knowledge and proficiency with Microsoft Office Suite
- Familiarity with general office equipment
- Fluent in English language, both oral and written, including correct punctuation, spelling and grammatical usage
- Excellent customer service skills
- Strong interpersonal skills and ability to function as a member of a team
- Dependable, thorough and attentive to details
- Interacts and establishes rapport with diverse individuals and groups
- Prioritize, execute, and shift between multiple assignments and projects while meeting deadlines
- Demonstrates initiative and the ability to work independently
Other Minimum Requirements
- Valid driver’s license and access to transportation throughout the workday
- Ability to lift 25 pounds
Job Function:
Organization Info
Listing Stats
Post Date:
Aug 18 2018
Active Until:
Sep 18 2018
Hiring Organization:
United Way Worldwide
industry:
Nonprofit