Executive Assistant- United Way of St. Johns County

Description

Essential duties and responsibilities

Position Duties & 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 skills required of personnel so classified. Provide executive support to the President/CEO, through daily management of emails, calendar, coordination of internal and external meetings, tracking tasks and managing communication. Provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization. - Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of United Way. - Provide high level calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. - Monitor, organize and respond to email questions on behalf of President/CEO. - Prepare Word, Excel, PowerPoint presentations, emails, agendas, reports, special projects, and other documents in support of objectives for the organization. - Proofread various department emails, letters, materials, and other documents. Create end of day report that outlines tasks, meetings and communication that need action. - Work closely with the President/CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President/CEO updated. Anticipate needs in advance of meetings, conferences, etc. - Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the President/CEO and team members, demonstrating leadership to maintain credibility, trust, and support. - Coordinate communications with others to schedule meetings and projects for the master online calendar for upcoming events, engagements, etc while ensure deadlines are met by staff. - Manage all aspects of preparation/management for meetings which include assembling materials, technology and meeting set up and logistics. - Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance. - Excellent communication and time management skills; proven ability to meet deadlines. - Be responsive to emails/texts/phone calls in a timely manner. Project Collaboration and Support Organize, and maintain shared online folders, documents, reports, and records for the team through Microsoft Teams and other online platforms. Provide administrative support for organization initiatives. Create and maintain Teams folder to ensure files and folders are organized and easy to navigate. Create, file, and manage process documents for projects and community Impact work. Invoice Management and Contract Tracking Oversee team's subscription renewals, invoices, and contracts. Process invoices and manage software service agreements. Develop and maintain invoice tracking reports to monitor billing dates, subscription renewals, and contracts. Manage and monitor reports for projects (i.e., finance, legal, budget reports, invoices, contracts). Create and manage invoice tracking spreadsheet in Excel to monitor and track invoices, subscription renewals, contracts, and ad hoc purchases. Send monthly notification emails prior to invoice due dates. Process purchase orders for all contracts, invoices, and ad hoc billing. Manage online subscriptions and payments. Perform special assignments and other work, on an as-needed basis. Flexibility UWSJC is evolving with our changing external environment. Flexibility and adaptability are key attributes for this position. A willingness to take on additional duties to ensure the success of the team is essential.

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily and be present in the office while performing those functions. The requirements listed are representative of the basic knowledge, skills, and/or abilities required. The individual in this role must display the highest level of integrity and confidentiality. United Way 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 will have effective communication skills, attention to detail and organization, flexibility and adaptability.

Education and Experience

Education and/or Experience High School education required. Bachelor's degree preferred. 3-5 years of related experience required working in a role supporting executives. Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams). Must have excellent written and verbal communications skills. Flexible hours as dictated by the needs of business for projects and meetings. Must have a strong reputation for integrity and professionalism. Ability to resolve conflict constructively. *Work experience may substitute for education requirements on a case-by-case basis. Physical Demands: The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The candidate should be able to show the ability to work in a fast-paced, sometimes stressful environment with a high adaptability to change. Ability to attend some United Way events during evenings and weekends. Communicate with staff, volunteers, donors, agencies, companies and other customers by telephone, email, and in face-to-face, one-to-one or group settings. Use telephone, laptop, computer, monitor, mouse, keyboard, printer/copier, calculator and standard office equipment. Sit at a desk for extended periods of time. Lift and move objects up to 10 pounds such as large binders, boxes, books and small office equipment. Have sufficient finger/hand coordination and dexterity to operate and adjust office equipment such as telephone, computer, printer/copier and calculator. 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. Office setting, with sustained use of a computer. The noise level in the work environment is minimal to moderate. Maintains personal/professional competency and works to create an environment of courtesy, respect, enthusiasm, and a positive attitude in all interactions both internal and external to the organization. Salary / Benefits Competitive Salary and Benefits package available commensurate with experience.

Salary/Salary Range

$40-50K

How to Apply

To submit your application please email your resume and cover letter to info@unitedway-sjc.org.