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Executive Assistant/Office Manager

South Bend, IN

Relocation expenses: Not paid

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

Published on 2 Dec 2021

Expires on 10 Dec 2021

Executive Assistant/Office Manager

UNITED WAY OF ST. JOSEPH COUNTY, INC.

JOB DESCRIPTION

TITLE:                       Executive Assistant/Office Manager

STATUS:                    Exempt

REPORTS TO:           President/CEO

JOB SCOPE:              To uphold the mission and objectives of United Way of St. Joseph County with dignity and integrity by presenting a positive image of the organization and its staff while professionally and accurately performing complex support staff duties for the President/CEO and other executive management as requested.  To lead by example and provide the oversight and consistently high level of assistance necessary to effectively coordinate applicable support staff and overall daily office operations.  This role requires a demonstrated ability to function in a fast-paced demanding environment with a high degree of independence and decision-making skills.

SUPERVISION EXERCISED: 

May exercise supervision over a small number of support staff and/or volunteers.  Will be responsible for overall daily front office scheduling and routine operations.

MINIMUM QUALIFICATIONS:

Minimum requirement of high school education with an associate’s degree in administrative/secretarial related field preferred or the equivalent of demonstrated experience.  A minimum of five years of progressively responsible experience in administrative/executive assistant responsibilities.                                  

KEY RELATIONSHIPS:   

United Way staff

Donors

Administrative and program staff of funded partner agencies

Company campaign coordinators

Community volunteers and leaders

RESPONSIBILITIES: 

  • Demonstrated ability to maintain an accurate calendar and efficient schedule for the President/CEO and other executive staff.
  • Serve as representative of President’s office for other departments and agencies.
  • Demonstrated ability to coordinate and manage special events, including board, public, and committee meetings.
  • Demonstrated ability to assist in preparing agendas, as appropriate and record meeting minutes.
  • Strong written communication skills, including the ability to write, edit, and proof advanced business correspondence including letters, minutes, memos, and reports.
  • Strong organizational and filing skills with keen attention to detail.
  • Demonstrated ability to maintain a professional appearance, attitude, and judgment, serving as an example for other support staff.
  • Demonstrated ability to manage multiple priorities with accurate results and timely completion.
  • Expert knowledge of office equipment including computer, scanner, fax machine, copy machine, calculator, and multi-line phone system.
  • Strong technical skills with demonstrated competency operating a personal computer including Zoom, Microsoft Office Suite, Outlook and Andar, United Way’s database system.
  • Ability to accurately and efficiently type at a rate of 60 words per minute.
  • Strong interpersonal skills on the telephone and in person with internal and external customers, always conveying patience, tact, courtesy, and respect.
  • Ability to work cooperatively with others in a team environment, while following and interpreting organizational policies and procedures.
  • Demonstrated ability to establish pleasant, professional, and confidential relationships with internal and external customers.
  • Ability to solve problems with a minimum of supervision.
  • Demonstrated ability to act as an administrative aid in the areas of research and planning.
  • Responsible for the maintenance of the United Way building in coordination with the Finance and Facilities Coordinator.
  • Must be able to read and write in the English language.

EXAMPLES OF DUTIES NOT NOTED ABOVE:

  • Conduct research and prepare reports for Board of Directors.
  • Maintain general and confidential files, board policy manuals, and board records.
  • Open, sort, route, respond, screen, and prioritize responses to mail, inquiries, and screen visitors.
  • Coordinate workloads and functions of other support staff, as indicated.
  • Assist the Community Impact team with the implementation of Stable Family initiatives of United Way of St. Joseph County including but not limited to Team HEAT, Emergency Food and Shelter, FAFSA, People Gotta’ Eat, and Market Bucks.
  • Initiate appropriate paperwork including check requests and purchase orders.
  • Responsible for incoming and outgoing mail, as well as, assist accounting department with daily check log process.         

JOB DEMANDS:       Problem Solving

                                    Analytical Skills

                                    Speaking Ability

                                    Writing Ability

                                    Interpersonal Skills

                                    Organizational Skills

                                    Time Management Skills

                                     Presentation Skills

 

WORK ENVIRONMENT:     

Multi-functional, fast-paced, confidential office setting.

Strong team-work with collegial staff and volunteer relationships.

 

OTHER

REQUIREMENTS:   

Valid driver’s license, automobile/vehicle, vehicle insurance.

Must be able to work beyond normal work hours and on weekends, as needed.

Participate in professional growth opportunities, as indicated and available.

ABOUT UNITED WAY OF ST. JOSEPH COUNTY

United Way of St. Joseph County is a nonprofit organization dedicated to creating long-lasting change, ensuring all residents have access to the building blocks to a better life: education, income and health. United Way is unique in its ability to bring together people active in their communities, business leaders, nonprofit organizations and government agencies to address the underlying causes of major St. Joseph County problems. Since our inception in 1914, we have contributed more than $126 million to the St. Joseph County community.

UWSJC’s mission is to be a convener, thought leader and driver of transformational change. United Way believes that by partnering with local agencies, things can be accomplished that no one individual or organization could achieve alone. Currently, we collaborate with more than 25 local nonprofit organizations to meet the diverse needs of St. Joseph County across four priority areas: Early Learning, Youth Success, Stable Families and Critical Needs.

United Way provides individuals and businesses a trustworthy and efficient place to donate funds, knowing that their dollars will go to meet the greatest areas of need in the community. Funds received by the United Way are divided between the three areas of focus based on greatest need and then distributed to qualifying agencies accordingly.

Mission: Be a convener, thought leader, and driver of transformational change

Vision: Move our clients from poverty to possibility

Identity: The United Way exists to improve lives by mobilizing the caring power of communities around the world

United Way of St. Joseph County seeks diverse, qualified professionals who want to make a difference in the world. We are an equal opportunity employer and recruit, employ, train, compensate, and promote 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 LaShawnda Flowers lflowers@uwsjc.org or call 574-232-8201 and provide the nature of your request and your contact information.

UNITED WAY OF ST. JOSEPH COUNTY’s DIVERSITY, EQUITY & INCLUSION STATEMENT

As a champion and catalyst for building strong, healthy communities in St. Joseph County, United Way of St. Joseph County values diversity. We believe all people should have an opportunity to make an impact in society. It is through the collective efforts of individuals in our communities that we create a responsible and vibrant society, one which respects, honors and thrives on the unique attributes of its members.

Our commitment to diversity rests on certain fundamental principles that influence our decision-making, guide our interactions with each other and others, and determine the measure of our success as activists for social justice:

Inclusion/Personal Responsibility - Modeling leadership and developing practices and policies that embrace the value of "inclusion" in our day-to-day operations. Creating an environment at UWSJC in which all people have the opportunity and responsibility to value and respect diverse perspectives, ideas and beliefs.

Respect - Supporting educational programs and initiatives that advance the recognition, understanding and importance of safeguarding the right to dignity and justice of all people.

Collaboration - Continuing to seek respectful relationships and partnerships that are aligned with achieving common goals, both within and outside of UWSJC, that are inclusive of individual ideals, abilities, and opinions.

We practice our commitment to diversity by living our values and:

  • Creating a Diverse and Inclusive Workplace. UWSJC is committed to building and maintaining an environment that embraces and values differences. UWSJC employees should feel valued and respected, without bias or preference based on difference.
  • Serving the Needs of Diverse Communities. UWSJC will continue to be a leader in funding promising community programs that target diverse populations and communities.
  • Respect and Inclusion of Diverse Volunteers. To be relevant and a viable community partner, UWSJC staff and volunteers model an awareness of, and understanding and respect for, the many forms of difference reflected in the people and communities served by UWSJC. UWSJC aims to be a role model for volunteer organizations in attracting and building a diverse volunteer base.
  • Accountability and Making a Difference. We strive to fulfill the letter and spirit of our diversity philosophy, and to illustrate that through our commitment to excellence. To realize the potential of every member of our organization, we work to create a culture that promotes individual accountability.

We recognize that holding ourselves accountable to our fundamental principles allows us a better opportunity to make a positive difference through our work.  Our values should be demonstrated through our actions and decisions, individually and collectively. We know that part of our organizational and individual legacy to the communities we serve is our commitment to this achievable ideal.

 

Cover letter mandatory