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Executive Assistant to the President

Jacksonville, FL

Relocation expenses: Not paid

Associate
Full time
5 - 10 years of experience
Associate Degree

Published on 12 Sep 2022

Expires on 12 Sep 2022

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Executive Assistant to the President

Vision and Mission:

At United Way of Northeast Florida, we envision a community of opportunity where everyone has hope and can reach their full potential. Our mission is to solve our community’s toughest challenges by connecting people, resources and ideas.

 

Diversity, Equity and Inclusion is not only valued and demonstrated in our hiring practices, it is a fundamental part of our mission throughout our organization and the communities we serve.

 

Purpose of Position:

Provides administrative support to the President and Chief Professional Officer and interfaces with other executive staff members as needed. Entrusted to handle highly confidential information often critical in nature. Interfaces with high-level internal/external contacts requiring considerable discretion, diplomacy and initiative. Assists with special projects, creates reports, statistical tracking and database management. Provides support of United Way’s commitment to excellent customer service by facilitating communication and relationship-building with community partners and key stakeholders (i.e., local organizations, businesses and individuals).

 

Key Responsibilities and Essential Functions:

  • Provide administrative support to the President in a professional manner maintaining the confidentiality of the business of the Office
  • Coordinate and monitor the President’s calendar of meetings and events, setting and confirming appointments
  • Schedule time to keep the President informed through daily ongoing communications regarding calendar changes, important updates, follow-up to correspondence and other related matters
  • Draft routine correspondence. Receive and return telephone calls
  • Responsible for organizing and maintaining the Executive Office to include the files and any other task which promotes efficiency
  • Provide direct staff support for the Board of Directors and Trustees and oversee the preparation of basic materials, mailings, meeting arrangements, agenda production and the writing of minutes. Transcribe and distribute minutes of meetings
  • Maintain accuracy of information on the Board of Directors and Trustees Rosters
  • Address internal and external inquiries or requests for action exercising good judgment during the President’s absence, consulting with others as appropriate
  • Prepare the President’s time sheet and miscellaneous expense reimbursement requests, gathering signatures as required and submitting for processing
  • Coordinate travel arrangements including hotel reservations and the purchase of airline tickets. Create and maintain the schedule for all trips including meetings, logistics and events
  • Review President’s corporate credit card statements to designate personal versus business expenses and prepare check requests for appropriate reimbursements
  • Sort incoming mail and reading materials according to the order of priority established by the President
  • Cooperate and work collaboratively with United Way departments and all levels of internal management and staff, providing emergency support as needed using excellent interpersonal skills and good judgment
  • Prepare agendas, meeting rooms and materials for Leadership meetings
  • Serve as liaison to United Way Agencies including preparing for meetings and following up with mailings
  • Responsible for updating the appropriate policy manuals and reference materials for United Way of Northeast Florida
  • Perform miscellaneous ongoing administrative duties as assigned or as determined to be necessary by the President

 

Experience/Position Requirements:

  • Minimum of five (5) years of experience as an Administrative Assistant in an executive support position required; AA degree in Business/Communications is a plus.
  • In-depth knowledge/experience with computer applications (i.e., Microsoft Office - Word, Outlook, Excel and Power Point.)
  • Excellent communications and language skills, both oral and written.
  • Demonstrated ability and experience in building and maintaining inter-personal relationships.
  • Must be able to work independently, select resources and apply appropriate reference materials.
  • Exceptional organization, time management and problem-solving skills.
  • Requires a conscious awareness of the confidential nature of the work of the President’s office.

 

Professional Core Competencies Required:

  • Mission Focused: Creates real social change that leads to better lives and healthier communities. This drives performance and professional motivations.
  • Relationship Oriented: Places people before process and is astute in cultivating and managing relationships toward a common goal.
  • Collaborator (Includes teamwork and communication): Understands the roles and contributions of all sectors of the community and can mobilize resources (financial & human) through meaningful engagement. Strong supporter of a team environment.
  • Results Driven: Dedicates efforts to shared and measurable goals for the common good; creating, resourcing, scaling and leveraging strategies and innovations for broad investment and impact.
  • Brand Steward: Understands role in growing and protecting the reputation and results of the greater network.

 

General Physical Requirements for Essential Functions of the Job:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit, talk, and/or hear. Continual use of the hands with wrist and finger movement using a keyboard is required. Specific vision abilities required by this job include long hours viewing a computer monitor screen. The employee may occasionally travel using personal vehicle and/or work outside normal office environment.

 

This description is not designed to contain a comprehensive inventory of all responsibilities and qualifications required of all team members assigned to this position. It is intended only to describe the key elements relative to each section. Also, duties and/or requirements of this position may be modified, added or deleted at any time. This supersedes all descriptions previously written for the same position. Unique equivalent skills and experience may possibly substitute for required position requirements.

 

United Way of Northeast Florida is an Equal Opportunity Employer and a Drug Free Work Environment.