• Part Time Executive Assistant - CEO and SVP, Finance, Administration and 2-1-1

    United Way of the Midlands
    Job Description
    Job Title: Executive Assistant - CEO and Finance, Administration and 2-1-1
    Department: Executive
    Supervisor: Executive Assistant to the President/CEO
    FLSA Status: Non-exempt, Part-Time

    Summary:
    Provide administrative support to the CEO and Senior Vice-President, Finance, Administration, and 211. Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and taking minutes. Perform varied administrative duties for Executive Assistant to the President / CEO. Maintain a professional attitude and appearance. This is a part-time (20 hours per week maximum) position.

    Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Essential Duties and Responsibilities include the following. Other duties may be assigned.
    1. Manage and maintain schedules, appointments and travel arrangements for both the CEO and SVP of Finance, Administration, and 211, as directed by the Executive Assistant to the President.
    2. Arrange and coordinate internal and external meetings and events.
    3. Interact with agency partners and donors in meetings, at events and over the phone to provide information, resolve concerns or requests for support.
    4. Driving is an essential function of this position.
    5. High level of professionalism and confidentiality.
    6. Works well under pressure.
    7. High level of written and verbal community skills and attention to details.

    Marginal Duties and Responsibilities:
    1. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
    2. Receive and interact with incoming visitors, represent both departments in a positive and professional way.
    3. Open, sort, and distribute incoming correspondence, including faxes and e-mail.
    4. Compose and type routine and confidential correspondence. Verify reports and correspondence for accuracy with respect to information provided, punctuation, grammar, spelling and layout.
    5. Provide assistance to the organization in the assembly of packages for mailings to donors.
    6. Other duties as assigned.

    Supervisory Responsibilities:
    This job has no supervisory responsibilities.

    Education and/or Experience:
    Bachelor’s degree or equivalent from four-year College or University; and 5-7 years related administrative assistant experience.

    Certificates, Licenses, Registrations:
    None

    Complexity of Duties:
    Routine duties involving use of various procedures and application to clearly prescribed standard practices which require the making of minor decisions and use of some judgment as to the method of performance.

    Supervision Received:
    Under general supervision, proceeds alone on regular duties, referring questionable cases to supervisor or others.

    Errors and Quality of Work:
    Probable errors or quality of work problems usually detected in succeeding operations and generally confined to a single department or phase of organization activities. Most of the work is verified or checked. Corrections may involve back-checking by others.

    Language Skills:
    English proficiency sufficient for communication with supervisors, co-workers, clients and customers. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

    Mathematical Skills:
    Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

    Reasoning Ability:
    Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

    Computer Skills:
    To perform this job successfully, an individual must be proficient with MS PowerPoint Design software; MS Excel Spreadsheet software and MS Word Processing software. Experience with a CRM database is desired.

    Other Qualifications: Must pass all applicable background checks. Must possess a valid driver's license from the state in which you reside.

    Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. 
     
    Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    The noise level in the work environment is usually moderate.
     
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