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Executive Assistant

Salt Lake City, UT

Relocation expenses: Not paid

Associate
Full time
3 - 5 years of experience
Associate Degree
$31,000 to $40,000 per year

Published on 28 Oct 2017

Expires on 28 Oct 2017

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Executive Assistant

THE ORGANIZATION

United Way of Salt Lake (UWSL) is bringing together powerful partnerships to build lasting social change in our community. We envision an inclusive community where all people achieve their human potential. Our workplace is fast-paced, progressive, innovative, friendly, and adaptive. At UWSL we believe in celebrating success, learning from failure, and setting ambitious goals. The partnerships we’re building are achieving social change. Our wages are competitive, the benefits package is comprehensive, and perks like flexible schedules and staff retreats make every day unique.

POSITION
The Resource Development & Finance Executive Assistant (RDFEA) works under the direction of the Chief Development Officer (CDO), with a primary responsibility to assist the CDO in managing their schedule and appointments, in supporting major gift fundraising and tracking, and in facilitating research on donors and prospects. In addition, the RDFEA assists the Chief Financial Officer (CFO) with financial processing and fulfillment of philanthropic gifts. When necessary, supports the financial team to ensure appropriate recording of gifts and acknowledgments, invoicing, etc. Works closely with the CDO and major gifts team in coordinating gift agreements and giving reports to strengthen donor cultivation and stewardship.

RESPONSIBILITIES

  1. Assist in managing the calendar, maintaining records, and efforts of the CDO including:

    1. Scheduling and coordinating meetings, conferences, travel and other internal/external meetings and appointments, which may include board members and other stakeholders.

    2. Generating and providing reports, assistance, activity tracking and task fulfillment relative to RD Department goals

    3. Coordinating high-level stewardship and personal thank you letters/cards with key donors and constituents.

    4. Managing CDO and RD department budgets, expenses and reporting

  2. Assist the CFO and Finance team with gift processing, tracking, pledge fulfillment, and financial support when necessary.

  3. Prepare agendas, reports, and logistics for various events, board, council and committee meetings which may include setup and breakdown, registration, taking meeting minutes and other duties as needed.

  4. Collectively work with RD assistants to support RD department functions such as staff meeting agendas, meeting setup, anniversary and birthday recognition, staff off-site activities, stocking kitchen items (coffee, cups, drinks), etc.

  5. Prepare information for RD team accountability reports including revenue analysis, weekly/monthly activity reports, goal tracking, and the input of new/closed accounts.

  6. Collaborate with Finance Department to manage online and digital giving platforms results.

    1. Input, format and manage UWSL company and campaign data

    2. Pull reports, track fees and work with Finance to develop invoices

  7. Work closely with the Marketing team on annual print and digital collateral, mailings, thank you cards, forms, etc. to support the RD fundraising efforts.

  8. Prepare written correspondence, including corporate donation requests, solicitation and thank-you letters, plus award certificates. Pull mailing lists, complete mail merges and send mailings.

  9. Manages a preferred list of brokers to assist the UWSL with stock and planned/estate gifts.

  10. Assist in stocking kitchen items (coffee, cups, drinks, etc.)

  11. Perform other duties as assigned.

REQUIREMENTS—WHO YOU ARE

  • You are self-motivated and a self-starter

  • You thrive in an environment where you move between projects quickly while keeping priorities on track

  • You enjoy solving problems and enjoy the success of teamwork

  • You push past obstacles and constantly seek positive solutions to problems

  • You’re tech savvy, and enjoy learning and improving

  • You are professional and polished in all communications (email, phone, letters, etc.) with donors, donor prospects, foundations, corporations, etc.

  • You want to be proud of where you work

  • You have outstanding communication skills including: verbal, listening, and writing

  • You exemplify excellence in building and maintaining confidence in critical relationships

QUALIFICATIONS

  • Minimum 3 years or more of administrative experience, preferably with a high-level executive

  • Minimum 3 years experience with budget, financial transactions, invoicing, reporting, etc.

  • Associate's or Bachelor’s degree preferred

  • Proficient in Microsoft and Google suites

  • Experience with CRM software systems, preferably Salesforce, a plus

PHYSICAL REQUIREMENTS

The employee is regularly required to communicate clearly and exchange accurate information interpersonally or through communication devices. Must be able to learn new systems and procedures, prepare and analyze data and figures; constantly operate a computer and other standard office machinery. The position requires occasional movement throughout the office to access files, papers, or move supplies weighing up to 25lbs. Must be able to remain in a stationary position 75% of the time.          

BENEFITS

This is a non-exempt position; hourly rate commensurate with experience.

APPLY

Send completed applications to jobs@uw.org. Complete applications include a cover letter, resume, and employment application. Employment applications and the complete job description can be found at http://www.uw.org/about-us/careers.htm