As the Senior Associate - (Administrative Assistant), you are a key member of the International Donor Advised Giving (IDAG) program team and will be responsible for supporting the Director and assisting with all facets of grant activities and meetings for the IDAG team including: preparing letters, reports, presentations, processing invoices and expenses, tracking expenses, creating and updating databases, preparing onsite events, supporting webinars, and other relevant documents. As the Senior Associate you will perform a variety of administrative office and/or technical support activities within the department/team.
KEY RESPONSIBILITIES/ESSENTIAL DUTIES OF POSITION:
An individual must be able to perform each essential duty listed below at a satisfactory level:
1. Anti-Terrorist and Financial Sanctions Watchlist Vetting
2. Assist with grant due-diligence
3. Assist with the grant management process including follow up on outstanding items and reporting, scanning documents, updating Salesforce or other database.
4. Support communication, marketing and donor stewardship efforts
5. Provides general administrative support to the department and/or team to include maintaining Senior Director’s calendar.
6. Assists with scheduling intra- / inter-departmental, multi-market and project-based meetings when needed.
7. Draft, submit for General Counsel review, and manage the logistics of the contract and invoicing process for the department and/or team.
8. Responsible for logistics related to meetings including room reservations, catering, scheduling invitations, communications, collateral materials, etc.
9. Manage the logistics of mail going externally on a project-to-project basis.
10. Research, create and maintain department or team reports, databases and tracking systems for IDAG grants and donors.
11. Uses Microsoft office products (Word, Excel, PowerPoint, and Access) as the needs of the department and/or team demands.
12. Responsible for the production of webinars and all the logistics involved.
13. Responsible for the production of conference and international calls and all the logistics involved.
14. May be responsible for tracking budget expenses and budget balances.
15. Maintain confidentiality of information reviewed, processed and/or filed.
16. Project development and management of intra- and inter-departmental, as well as, external intiatives, meetings, events, conferences, grants, promotion, etc. for the department and team.
17. Creates department, team and United Way Worldwide presentations and collateral materials for internal and external use.
18. Develop and maintain successful relationships with external contacts, Local United Way counterparts and United Way Worldwide colleagues.
19. Assist with the switchboard coverage rotation.
20. Coordinate new department and/or team member training and assistance, as well as, creation of onboarding schedules, and supporting a positive team environment through active participation in team-related activities.
21. Other duties as assigned.
Requires a high school diploma. Bachelor’s degree preferred. At least three years of intermediate level experience in a similar role. Interest/Experience in grant management, international philanthropy, international studies, would be valuable, but are not required. Fluency in a language other than English (especially Korean, Japanese, or Russian) is beneficial, but not a requirement. Requires strong skills in Microsoft Office suite, computer, and Internet research skills; flexibility; excellent interpersonal skills; ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Attention to detail is essential. The ideal candidate will have strong communication skills (written and verbal), and a clear ability to multi-task in a fast-paced environment.
If you are selected for an interview, you will be contacted.
United Way Worldwide is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, age, and other legally protected characteristics. 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 send an e-mail to firstname.lastname@example.org or call 703-836-7100, ext. 428 and provide the nature of your request and your contact information.
We are a charter member of Employers of National Service and encourage AmeriCorps, Peace Corps and other national service alumni to apply.
This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities and skills.