The Board/Project Coordinator will report directly to the Chief of Staff (COS) to the President/CEO and will provide support in a one-on-one working relationship; initiative and judgment are often required. Administers programs, projects and/or processes. Serves as a liaison with others within and outside the organization regarding events, purchasing, personnel, facilities, information technology, and operations. The Coordinator also serves as a liaison to the board of directors (and cyclical committees), executive committee, American Red Cross Partnership Committee, and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Key Areas of Responsibility:
Board Support and Liaison 60%
- Serves as the COS’s administrative liaison to United Way’s Board of Directors (and cyclical committees), Executive Committee, and American Red Cross Partnership Committee.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Provides executive level support in planning, directing, managing, and coordinating day-to-day business activities of all Boards, maintains calendar schedule by planning and coordinating meetings, conferences, teleconferences.
- Manage a complex calendar with attention to accuracy and timeliness.
- Manage the Board Management software.
- Coordinates and attends all meetings as requested; records, distributes, and maintains minutes.
- Work with Finance team for meeting updates on financials prior to Board meetings.
- Prepares presentations using Power Point and Teams and other forms of media as requested.
Project Coordination 30%
- Participate in project design meetings and propose improvements if necessary.
- Evaluate potential problems and technical hitches and develop solutions.
- Plan and manage team goals, project schedules and new information.
- Supervise current projects and coordinate all team members to keep workflow on track.
- Manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored.
- Direct project correspondences by preparing and reviewing project proposals, memos, meeting minutes and emails.
Executive Support 10%
- Provides optimum support to the assigned unit by remaining aware of departmental goals, providing ongoing communication, and organizing priorities to meet deadlines.
- Coordinates and arranges meetings, preparing agendas, reserving, and preparing facilities as needed, and overall assistance with coordination and execution.
- Answers, screens, and directs incoming calls. Greets internal and external customers, donors, and volunteers, fielding routine questions and inquiries. Directs questions of a complex nature to the appropriate resource.
- Sorts and distributes incoming mail as well as prepares outgoing mail and other correspondence.
- Supports department personnel by assisting with copying, faxing, filing, mailing, and other tasks of a similar nature.
- Types letters and reports from rough drafts, making changes in grammar, punctuation, and spelling as needed.
- Organizes and maintains confidential paper and online records systems.
- Provides ad hoc and regular reporting.
- Tracks and orders office supplies and arranges for equipment maintenance.
Other administrative duties as assigned.
- Bachelor’s degree preferred.
- At least two years office experience, preferably in an administrative capacity, is required.
- Experience with Microsoft office products (specifically Outlook, Word, Excel, Teams, PowerPoint) is required.
- Experience in internal and external communications; solid organizational and interpersonal skills.
- Ability to properly read and write well enough to type, edit, and proof general business correspondence and prepare reports.
- Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Ability to lift up to 20 pounds.
- Occasional local travel to events within the regional area.
COMPETENCIES: Communication Skills, Relationship Building, Technologically Proficient
Applicants should apply by Monday, May 25, 2020 via the link below:
UWGC is an Equal Opportunity Employer Committed to Diversity, Equity and Inclusion