Executive Assistant - Part Time

Position Objective: United Way of Kennebec Valley is seeking a motivated, detail-oriented individual who thrives in a fast-paced, mission-driven environment. This person will support our work by assisting with the annual campaign, managing donor and grant systems, supporting financial processes, contributing to fundraising efforts, and providing administrative and technical support to staff and volunteers.

Responsibilities:

Campaign & Community Investment Process Support

• Effectively utilize UWKV’s donor management software to:
  • Manage the submission of pledges and payments to CRM processor and conduct detailed reviews to ensure data accuracy
  • Produce acknowledgements
• Support donor engagement efforts, including solicitation mailers, organizing handwritten acknowledgements, etc.
• Assist with the logistics of all campaign events and special events
• Perform additional tasks related to the annual cycle of campaign activities, as needed
• Oversee the Community Investment Process’ grant management software, complete back-end updates, and provide related technical assistance to applicants
• Support the Director of Community Impact with scheduling, general communications and coordination efforts for funding applications, the volunteer review process and grant reports

Administrative & Finance Support

• Provide administrative and technological support to the President & CEO as needed (e.g., Zoom scheduling, calendar invitations, Doodle polls, surveys, material preparations)
• Provide basic bookkeeping support (e.g., tasks in QuickBooks© such as generating invoices, sending reminders and recording donations)
• Record incoming mail donations.
• Support the Finance & Operations Manager with quarterly payout disbursements and check verification
• Assist in managing financial files and adhering to document destruction guidelines
• Coordinate Board and committee meetings through preparation and distribution of meeting materials, management of attendance, and coordination of meeting location, equipment, and materials
• Prepare minutes for regular Board and committee meetings
• Manage vacation/wellness time tracking
• Provide support for UWKV’s role as fiscal/administrative lead for external entities and campaigns
• Maintain VolunteerME website portal and facilitate response to volunteer inquiries, coordinating with the Director of Community Impact to provide data as needed
• Maintain general office organization, inventory and equipment; monitor and purchase office supplies
• Provide support to partner programs and committees as needed
• Support an organizational culture of integrity, transparency, service, and professionalism. Model behavior consistent with the mission and purpose of the United Way including diversity, equity and inclusion standards
• Ensure exceptional quality of service for both internal and external partners
• Maintain strict privacy and confidentiality of sensitive information
• Answer telephone, route calls, greet visitors, and provide information and targeted resource connections
• Provide administrative and technological support to additional staff as needed
• Fulfill other duties and special projects assigned by the Finance & Operations Manager and the President & CEO.

Qualifications:

• High school diploma with two to four years of experience in office and administrative roles; associate or bachelor’s degree preferred

Preferred Skills:

• Experience with data input with a high degree of accuracy
• Strong computer/technology skills, with ability to adapt and learn to new software platforms and databases
• Excellent attention to detail
• Experience with a variety of online platforms, including Zoom, Google Drive, Doodle, and Adobe Acrobat DC
• Excellent customer service and problem-solving skills
• Ability to multi-task, organize, plan, and have a sense of urgency with deadlines
• Team player with ability to work effectively with people from diverse backgrounds and in diverse settings
• Courteous, pleasant, and professional manner, both in person and on the telephone
• Flexible to meet changing needs and comfortable handling multiple priorities calmly in a fast-paced office environment
• Fluent in the English language, both oral and written
• Access to reliable transportation

Working Conditions:

While performing the duties of this job, the employee is frequently exposed to office work environment conditions. Internally controlled working environment with little or no hazardous conditions (e.g., fumes, toxic or caustic chemicals, extreme heat/cold conditions, vibrations, and/or airborne particles) in normal work location. The noise level in the work environment is usually quiet to moderate. Participation in early morning, evening and/or weekend meetings and events may be occasionally required. The employee will be required to utilize own transportation to travel throughout the Kennebec Valley region when needed. The employee may also be required to occasionally attend meetings and events out of the area.

Physical demands include:

• Remaining stationary approximately 90% of the time.
• Operating a computer and other office productivity machinery.
• Communicating information and ideas so others will understand. Must be able to exchange accurate information.
• Moving about the office and in the community.
• Moving boxes or supplies up 50 pounds, with or without accommodation.

Diverse & Inclusive Workplace:

United Way of Kennebec Valley is an equal opportunity employer. UWKV is committed to seeking and sustaining a culturally and ethnically diverse environment and to the principles that promote inclusive practices.

Diversity, equity and inclusion lies at the core of achieving our mission, living our values, and advancing the common good. We acknowledge that injustices have persisted throughout history and continue to exist in our communities today. Within our own organization, we strive to create and maintain an equitable and inclusive environment that leverages the unique contributions of diverse individuals and organizations in all aspects of our work. We constantly work to:

• take the broadest possible view of diversity, going beyond visible differences, to affirm the humanity of all individuals.
• bring an equity lens to our organizational practices to guide decision-making and advance goals in this space.
• engage the power of inclusion to create the innovative solutions and community ownership necessary to address complex community issues.
• hold ourselves accountable, consistently examining and evolving our core beliefs over time, to honor the members of our communities.
• work toward our staff and volunteers broadly reflecting the diversity of the communities we serve.

For more information: https://uwkv.org/Diversity

Expected hours: 29 per week

Benefits:

• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement