Under minimal supervision, provides high-level administrative support and performs complex and diverse duties in support of the Chief Development Officer and other members of the Development team. Without supervision, the Specialist will prioritize team’s administrative needs based on knowledge of the Development department’s goals and annual plans. Will work on multiple projects simultaneously, determining on a daily basis what has to be done. Updates supervisor weekly and more frequently if needed on status of department activities, donor relations communication and schedule projects. Assist supervisor in onboarding new staff, insuring their technical needs have been forwarded to the help desk, and knowledge of people policies. Anticipates and initiates actions regarding office operations which require in-depth knowledge of the organization and other departments. Requires interpretation and resolution of highly varied situations and problems. Must model core values of the organization and understand the necessity to treat donors in manner that builds positive and successful relationships.
KEY RESPONSIBILITIES/ESSENTIAL DUTIES OF POSITION
An individual must be able to perform each essential duty listed below at a satisfactory level:
- Schedule diverse and complex appointments, meetings, and travel arrangements. May prepare complex itineraries for multiple constituents.
- Executive Leadership Team
- United Way Worldwide Board of Directors on matters relating to HNW donors
- Development Committee zoom calls and in-person meetings
- Manage interview panels scheduling on behalf of the Executive Vice President, Chief Development Officer and in conjunction with the People & Culture team when there are position openings
- Attend important and confidential meetings serving as recordkeeping of minutes of such meetings.
- Compose, prepare, and edit internal and external correspondence and documents including correspondence, reports, drafts, memos, and emails.
- Use multiple software programs to develop, design, and update documents, spreadsheets, and presentations. Type reports, memos, letters, and other documents. Organize content provided by others and design presentations.
- Greet visitors and clients and determine whether they should be given access to specific individuals. Answer phone calls and direct calls to appropriate parties or take messages.
- General administrative duties including photocopying, faxing, and mailing. Open, sort, and distribute incoming correspondence. Maintain electronic and hard copy filing system.
- Make recommendations to solve highly complex problems requiring research and information from multiple sources or advanced knowledge in a thorough and timely manner. Analysis and interpretation of widely varying situations. Achieve resolution through unique approaches and/or reference to a variety of policies, precedents, and past practices.
- Decision-making guided by varied and less-defined instructions and practices requiring broader interpretation.
- Support high-profile events with timelines that range from weeks to months in advance. Planning typically requires coordination and input from multiple people/units. Coordinate mass mailings for high-profile events, conferences, retreats, and meetings.
- Support for donor engagement events as required
- Serve as a onboarding resource partner to less experienced staff regarding department policies and procedures.
- Monitor supplies and order inventory; anticipate needed supplies; place and expedite orders; verify receipt of supplies.
- Establish supply budgets; select vendors, use signature and purchasing authorization. With supervisor, determine the limits of fiscal resources in order to stay within budget and following budgetary guidelines.
- Responsible for contract management and processing invoices and expenses for the Executive Vice President and assist other staff in learning how to process their expenses.
- Develop, monitor and reconcile budgets.
- Prepare agendas and schedules for meetings.
- Use discretion and good judgement when conveying confidential issues and information.
- Other duties as assigned.
Minimum requirements include:
- High school diploma; Bachelor’s degree preferred; or commensurate experience.
- 5-7 years of lead and senior level experience in a similar role.
- 10 years or more of administrative experience.
- Prefer prior United Way experience
- Strong skills in Microsoft Office suite, computer and Internet research skills.
- Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Sensitivity to confidential matters may be required.
- Attention to detail is essential.
- The ideal candidate will have strong communication skills (written and verbal), and a clear ability to multi-task in a fast-paced environment.
- Able to work a 4-5 work day on site as needed.
This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities and skills. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions of the job.
Note: If you are selected for an interview, you will be contacted. Thank you.
ABOUT UNITED WAY WORLDWIDE
United Way Worldwide seeks diverse, qualified professionals who want to make a difference in the world. If you are passionate about your work and desire to help others achieve enhanced education, income, and health, United Way Worldwide is the place for you.
United Way Worldwide is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, creed, disability, veteran status, marital status, age, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin or ancestry, genetic information, and other legally protected characteristics, in accordance with applicable laws. The EEO is the Law poster is available here: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf. If you need a reasonable accommodation because of a disability for any part of the employment process, please e-mail firstname.lastname@example.org and provide the nature of your request and your contact information.
United Way Worldwide is located in Old Town Alexandria, VA. We offer competitive salary and excellent benefits including: health, dental, life, short-term and long-term disability, employee assistance program, 403(b) plan, tuition assistance, paid time off, family sick leave, medical appointment leave, parental/adoption leave, dress for your day, free parking, onsite gym, monthly volunteering opportunities, and more.
UNITED WAY WORLDWIDE’S DIVERSITY, EQUITY & INCLUSION STATEMENT OF PRINCIPLE
We take the broadest possible view of diversity.
We value the visible and invisible qualities that make you who you are.
We welcome that every person brings a unique perspective and experience to advance our mission and progress our fight for the health, education, and financial stability of every person in every community.
We believe that each United Way community member, donor, volunteer, advocate, and employee must have equal access to solving community problems.
We strive to include diversity, equity, and inclusion practices at the center of our daily work.
We commit to using these practices for our business and our communities.
Join us in embracing diversity, equity and inclusion for every person in every community.