TITLE: EXECUTIVE ADMINISTRATIVE ASSISTANT

FLSA Status: Exempt

Reports to: Executive Director

Purpose: Reporting directly to the ED, the Executive Administrative Assistant provides executive, administrative, and development support to the ED and Board of Directors, as well as the Leadership Team.

The Executive Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the ED. The Executive Administrative Assistant serves as the primary liaison to the Board of Directors and coordinates executive outreach and external relations efforts; and oversees special projects.

Primary Responsibilities and Duties:

Executive Support

· Assist the ED with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; and compiling documents for meetings.

· Strategically manages the ED time and calendar by exercising discretion and decision-making while sorting and filtering requests for the ED’s time while ensuring strategic priorities are met in a timely manner. Keep the ED on schedule by providing prompts.

· Communicates directly and on behalf of the ED with Board members, donors and others on matters related to programmatic initiatives as directed.

· Communicates with the United Way team on the ED behalf and coordinates logistics with high-level meetings both internally and externally.

· In partnership with the Marketing/Donor Relationships Director, conducts research on prospective corporate and individual donors to identify and evaluate current needs and assembles materials needed for proposals and meetings.

· Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with donors and prospects.

· Supports ED in external commitments related to MSAUW including service on external boards, committees, and other groups.

· Assists in planning for key donor meetings and events; and individual meetings with major gift donors.

· Assists in coordinating the bi-monthly agenda and materials for MSAUW Leadership Team meetings. Prepares an account of the meetings, designates and follows up on assigned action items. Leads special projects as directed by the ED, including serving as the project manager for the new facilities project including; scheduling, research of information, summarization or analysis of information.

· Manages day-to-day operations of MSAUW office, ordering supplies, maintaining office equipment.

· Leads administrative external Human Resource processes for the organization including but not limited to; recruiting support, review of prospective employees, managing interview schedule, and communication.

· Manages enrollment in benefits including changes in coverage and new employee onboarding

Board Support and Liaison

· Serves as the ED administrative liaison to the Board of Directors and manages Board activities, which include coordinating Board meetings; annual Boardretreat, socials, new Board member orientations.

· Responsible for compiling, assembling and distributing monthly Board meeting materials.

· Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the ED agenda.

Experience and Education

· Bachelor’s degree or equivalent experience is required.

· Strong organizational skills; 3-5 years of project management experience preferred, that reflects ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

· 2-5 years providing support for upper-level management in a related organization is preferred.

Skills

· Ability to thoughtfully exercise sound, independent judgment with highly confidential information.

· Fierce determination to successfully meet complex challenges.

· Excellent management, time-management, and problem-solving skills.

· Ability to prioritize tasks and work well as a team member and independently.

· Learning agility: the ability to give up skills, perspectives, and ideas that are no longer relevant and acquire new ones that are.

· Ability to build trusted relationships with stakeholders, including staff, board members, external partners and donors.

· Ability to work with a broad range of people and personalities including major donors, Board members, foundations, colleagues of the ED and staff, and others.

· Previous experience working with development and fundraising programs to increase donor contributions and funding sources.

· Proficiency in Windows, including MS Word, Excel, Adobe Acrobat and PowerPoint; fundraising data management systems knowledge helpful.

· Ability to conduct research and present data in a succinct and well-written manner.

· Ability to work independently and with professional discretion.

· Excellent writing, editing, grammatical, organizational, and research skills.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person