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Executive Assistant

Executive Assistant

locationFort Walton Beach, FL, USA
PublishedPublished: Published 6 days ago
Administration / Customer Service
Part time
1 - 2 years of experience
$18 - $19 per hour

UNITED WAY EMERALD COAST - JOB DESCRIPTION

JOB TITLE:                  Executive Assistant

CLASSIFICATION:      Part-time, Non-Exempt (15-20 hours/week)

REPORTS TO:             President & CEO

HOURLY RATE:           $18-18.50/hr

SUMMARY: 

The Executive Assistant provides complex and confidential administrative support to the President & CEO (PCEO). This position is an integral part in ensuring that the PCEO has adequate support to complete tasks accordingly and efficiently. This position requires an organized and competent professional with phenomenal communication and time management skills, comfortable dealing with people (in person, virtually and on the phone) and able to assist on a variety of administrative duties with accuracy and speed. The successful candidate has an ability to analyze and prepare reports from multiple sources of information and has a strong commitment to community impact and equity.

KEY AREAS OF RESPONSIBILITY:     

  • Serves as administrative support to the PCEO in day-to-day operations. Offers support drafting correspondence, scheduling meetings, preparing agendas, gathering materials, room and meeting preparation, sending updates and notices, taking minutes, sending meeting follow-ups, and coordinating travel arrangements.
  • Maintain accurate records pertinent to the organization. This includes prospect lists, Board of Directors materials, event attendance and volunteer committee rosters. 
  • Work with finance staff to submit Purchase Orders, track in-kind contributions, and reimbursements.
  • Work closely with development and finance staff in carrying out essential duties and responsibilities related to campaign and donor management. 
  • Prepare materials for mailings to include list management, merging letters and other materials, collating, stuffing, and mailing. 
  • Support in gathering requested data and documents as required by grant opportunities and grant funders.
  • Assist with the planning and execution of event logistics, including but not limited to event planning, communications, site visits, venue and vendor management, staffing, reservations/attendance, analysis and reporting, and flawless execution day of event; manage post event follow-up to include debriefs and thank you notes.
  • Maintains positive, collaborative relationships with UWEC employees, community partners and volunteers. Ensure excellent etiquette when communicating with constituents through email, telephone, in-person or any other manner.
  • Responsible for the daily operations of office and facility management including managing vendor communications for the facility, ordering supplies, opening mail, etc. 
  • Supports front desk coverage by answering phones, responding to emails, and greeting visitors to provide a positive experience. 

Additional Responsibilities: 

  • Keep all activities in line with the core values and contribute to the positive culture of UWEC.
  • Foster innovation and creativity by encouraging new ways of thinking and working, sharing best or promising practices from others, and establishing a safe environment for risk-taking.
  • Take full advantage of every opportunity to properly position UWEC as an inclusive, uplifting, energetic and engaging organization.
  • Participate in professional development opportunities as related to the duties of the position.
  • Represent UWEC at community events, as needed.
  • Coordinate and support special projects, as needed.
  • Assist with the organization’s disaster response efforts, when necessary.
  • Assist with other projects as assigned.

MINIMUM KNOWLEDGE & SKILLS REQUIRED:

  • Understand and demonstrate commitment to the mission, vision, and direction of UWEC.
  • Associate degree or 2 years of related experience preferred. 
  • Ability to pass a Level 2 background screening to support vulnerable populations.
  • Excellent organizational, planning, and time management skills.
  • Strong proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook. 
  • Database management skills preferred including inputting data, running reports and analyzing results.
  • Able to take initiative, create and execute strategies, demonstrate leadership, and consistently produce high-quality work. 
  • Flexible to change; proven ability to manage multiple high-priority projects and deadlines without compromising quality. 
  • Ability to manage and maintain sensitive information and communications in a confidential and professional manner.
  • Operate effectively both as a highly self-motivated and independent contributor, as well as, in a team environment and a member of a cross functional team. 
  • Ability to work respectfully and inclusively with a diverse population and multiple stakeholders.
  • Drivers’ license and reliable vehicle, or equivalent ability to travel within a 2-county region. 

WORKING CONDITIONS: 

  • While performing the duties of this job the employee is regularly required to walk, sit and stand; use hands to finger manipulation, handle, feel, reach with arms and hands, and talk or hear.
  • Extended viewing of computer monitor.
  • Ability to lift or move up to 25 pounds.
  • Frequent local travel within the regional area, including occasional evenings and weekends (mileage reimbursed). 
  • Reasonable accommodations may be made to enable individuals to perform the essential functions.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

UWEC is committed to creating a diverse environment and is proud to be an equal opportunity employer.

Years of experience

  • 1 - 2 years of experience

Salary range

  • $18 - $19 per hour

Required languages

  • English

Skills and Competencies

  • Effective and Engaging Communication
  • Ensures Accountability
  • General knowledge
  • Office applications