Job Information
United Way of Central Indiana Senior Executive Assistant to the President and CEO and Board Relations Manager in Indianapolis, Indiana
SeniorExecutive Assistant to the President and CEOand Board Relations Manager
President's Office
United Way of Central Indiana works to bring the resources of philanthropy, government, corporations, the socialsector,and neighborhoods together to confront generational poverty head on and ensure a better future for our neighbors in need.This is an ambitious time to join United Way as we embark on a five-year strategic plan to reduce the number of households experiencing poverty and financial instability. To make a significant impact in our region, United Way is lookingfor dedicated, confident, and compassionate team members who live our shared values of inclusivity, courage, accountability, respect, and excellence.
PositionSummary
United Way of Central Indianarecognizesthat the key to success is a strong and cohesive teamthatworksthrough shared values to achieve our mission.TheSeniorExecutive Assistantand Board Relations Managerprovidesoversightofthe administrative detailsforthe President's Office.More specifically, the positionprovidesadministrative support andmaintainsthe schedule and records for thePresident;interactswith major donors, CEOs,board membersand elected officialson a regular basis;within specified limits, makesindependent decisionsregardingthe planning,organizingand scheduling of work involved;andmaintainstotal confidentiality.
PositionDuties and Responsibilities
The following statements are intended to describe the general nature and level of work being performed.They are not intended to be construed as an exhaustive list of all responsibilities, duties and skillsrequired ofpersonnel so classified.
- Schedule appointments and meetingsfor the President and CEO. Manage the President's daily, monthly and annual calendar.
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``` - Prepareintricatedaily itineraries and meeting preparation materials.Ensure meeting follow up.
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``` - Maintain and track the credit card and purchases of the President's Office; reconcile statements withaccounting monthly.
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``` - Create andsubmitthe President's expense reports within establishedtimeframes. Review the President's direct reports' expenses for compliance with company policies.
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``` - Providemeeting room set up, a/v, registration, meals/refreshments,noticesand materialsfor meetings of the President and CEO.
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``` - Coordinate and communicate travel forPresident including flights, hotels,registrationsand other transportation. Managereceipt tracking for travel expenditures.
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``` - Manage the workload requiredforPresident'sOffice to ensuretimelyandaccuratedelivery of work projects.
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``` - Provide administrative support to the President's office such as processing daily mail;assistingwith routine correspondence; screening,prioritizing,and routing telephone calls and other requests for information; ensuringcontacts and meetingsof thePresident are entered into theCRM; greeting guests of thePresident; ordering and sending cards and flowers; andmaintainingcontact records.
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``` - Ensure that the President, or another officer in his/her absence, is promptly made aware of urgent issues.
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``` - Be accessible by phone, text, and/or email after hours and weekends for urgent needs of thePresident.
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``` - Maintain a confidential and professional manner at all times.
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``` - Ensurequalityof product leavingPresident'sOfficemeets UWCI standards at all times.
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``` - Promote a cooperative spirit within the organization and among internal and external United Way participants.
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``` - Facilitateadministrative tasks for theBoard of Directors,Executive Committee, and Governance Committee,including schedulingmeetings, preparingdraft agendas, assemblingboard packets, communicatingwith members, trackingattendanceandparticipation, preparingminute , managingBoardable, schedulingand preparingmaterials and trackingparticipation in board orientation.
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``` - Maintain record keepingfor Board(including files,materialsand attendance), database maintenance, and ensuring bylaws are followed.
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``` - Performsspecial assignments and other work, on an as-needed basis.
Qualifications
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed are representative of the basic knowledge, skills, and/or abilities required.Reasonableaccommodationsmay be made to enable individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. United Way also values innovative thinking, and a successful candidate will be a self-starter who can work within the team to achieve goals and objectives.The individual should have effective communication skills, attention to detail and organization, flexibility, adaptability, and the ability to multi-task and be open-minded in a fast-paced environment. The individual will alsomaintainknowledge of trends in his/her area of responsibility andreviewsliterature to understand key issues.
This individual makes day-to-day and/or daily decisions used to support strategic direction.Decisions often require thought and are structured.
Education and/or Experience
High school diploma mandatory,somecollege orBachelor'sdegree preferred. Aminimum of 5 years ofhigh-levelexecutive administrationrequiredwithdemonstratedskills in record keeping, time management, problem solving, prioritization, multi-tasking, working with minimal supervision, working with deadlines and comfort with prominent public officials and community leaders.Training in office technologies, business, communications, computer software and related disciplines is preferred.Experience supporting a Board of Director is preferred.Proficiencywith Microsoft Office and the ability to learn newsoftwareand technology.Certification in Microsoft Office is preferred.Experience with Boardable software preferred.
*Work experience may substitute for education requirements on a case-by-case basis
PositionLeader: President and CEO
Position Leads: N/A
FLSAStatus:Exempt, Full-Time
SalaryRange:Market
Benefits: Complete Benefits Package Available
Reviewed: June2024
Equal Opportunity Employer
Please apply at uwci.org/careers
This position descriptiondoes notconstitutea contract of employmentor a guarantee of any terms or conditions of employment.UWCI employees are employed on an at-will basis.In addition, nothing in this position description restricts UWCI's right to assign or reassign duties and responsibilities to this position at any time.