ORGANIZATION OVERVIEW
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 reasonable accommodation because of a disability for any part of the employment process, please e-mail Jennifer.Chavez@uww.unitedway.org or call 703-683-7860 and provide the nature of your request and your contact information.
We are a charter member of Employers of National Service and encourage AmeriCorps, Peace Corps, and other national service alumni to apply.
United Way Worldwide is 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.
OVERVIEW OF RESPONSIBILITIES
Provide high level administrative support, and performs complex and diverse duties in support of the Marketing Communications team. Anticipates and initiates actions regarding office operations which will require learning about the organization’s history, its mission and values and other departments. Requires working at least 3 days in the office after 90 days introductory period Ability to use judgement in prioritization of work, seeking assistance when needed, comfortable with working with a remote & hybrid staff and suggesting resolutions of varied administrative situations and problems. May function as a coordinator of multiple projects. Serves as a lobby receptionist for a minimum of 1 hour on 1 day per week.
KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS
An individual must be able to perform each essential duty listed below at a satisfactory level:
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Coordinate a large volume of diverse appointments (using Zoom or Teams), and meetings.
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Prepare agendas, memos, and other documents using the Microsoft Office Suite using Microsoft products.
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Attend meetings as needed to record, interpret, draft, type, and distribute summary of the meeting.
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Prepare reports in advance of department and Board of Directors meetings.
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Schedule team calls and in-person meetings.
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Make travel arrangements and prepare complex itineraries for multiple constituents in support of the Marketing and Communications team, including international travel
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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 e-mailings for high-profile events, conferences, retreats, and meetings.
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Prepare weekly reports of staff schedules to include PTO and other time off.
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Create and revise systems and procedures by analyzing operating practices, recordkeeping systems, form control, office layout, and budgetary requirements and implementing changes.
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Monitor supplies and order inventory; anticipate needed supplies; place and expedite orders; verify receipt of supplies.
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Establish supply budgets; select vendors, use signature and purchasing authorization. May authorize expenditures within certain limits. Responsible for staying within budget and following budgetary guidelines.
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Responsible for contract management and processing invoices and expenses for the Marketing & Communications team.
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Develop, monitor, and reconcile budgets. Serve as a training resource to less experienced staff regarding quality of work, policies, and procedures.
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May deal with confidential issues and information using discretion and excellent judgment.
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General clerical duties including photocopying, faxing, and mailing. Open, sort, and distribute incoming correspondence. Read and analyze incoming memos, submissions, and reports to determine their significance and manage their distribution. Maintain electronic and hard copy filing system.
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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.
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Assist with the switchboard coverage rotation for a minimum of 1 hour per week.
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Other duties as assigned.
JOB REQUIREMENTS
Minimum requirements include:
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High school diploma: Bachelor’s degree preferred; or commensurate experience.
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Five years or more of advanced level experience in a senior or executive administrative or similar role.
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Strong skills in Microsoft Office suite, Power Point and Excel.
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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.
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Sensitivity to confidential matters may be required.
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Attention to detail is essential.
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The ideal candidate will have strong communication skills (written and verbal), and a clear ability to multi-task in a fast-paced environment.
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Expectation of courteous and professional demeanor among team and other staff.
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.
UNITED WAY CORE COMPETENCIES FOR ALL STAFF
● Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
● Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
● Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
● Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
● Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.