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Special Assistant to the CEO

Lexington, KY

Relocation expenses: Not paid

C-Suite/Vice President
Full time
3 - 5 years of experience
Bachelor's Degree
$41,000 to $50,000 per year

Published on 31 May 2021

Expires on 31 May 2021

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Special Assistant to the CEO

United Way of the Bluegrass (UWBG) works to create the opportunity for all members of our community to have a better life. UWBG focuses on the building blocks of a good life — a quality education, financial stability for individuals and families, and good health. The work of UWBG focuses on strategic initiatives, public education, advocacy, outcomes and evaluation, development and strengthening of partnerships/collaborations, convening, resource mobilization and investment as well as backbone and engagement strategies and activities. UWBG brings together the voices, the expertise, and the resources to define, articulate and implement a common agenda for change for our region. UWBG takes the broadest possible view of diversity. UWBG values the visible and invisible qualities that make you who you are. UWBG believes that every person brings a unique perspective and experience to advance our mission and progress our fight for the health, education, and financial stability of every person in every community.

UWBG strives to include diversity, equity, inclusion and belonging practices at the center of our daily work. UWBG commits to using these practices for our business and our communities. That is what it means to "Live United" in Central Kentucky.

POSITION

As the President & Chief Executive Officer’s (CEO) right hand, the Special Assistant (SA) to the CEO is charged with supporting the CEO, ensuring they are prioritizing the highest impact opportunities in advancing United Way’s mission and growth. The Special Assistant to the CEO is an extension of the CEO and is charged with making the CEO a better, faster, stronger, more effective leader by creating capacity for him to focus on the most important work. For the right individual, this unique role will serve as an unparalleled opportunity to learn firsthand what it takes to lead and manage a fast paced, big-thinking, mission-driven organization.

S/he/they will serve as the Board of Directors (BOD) liaison and provide strategic thought partnership on special projects. The ideal candidate is high capacity and strategic and thrives when supporting senior executives in a high growth context. An individual in this role will be exposed to a wide range of responsibilities and must have the ability to prioritize effectively, act quickly, maintain confidentiality and loyalty, and bring others along.

ESSENTIAL FUNCTIONS

The President’s Office

  • Organizes and facilitates key CEO priorities. Strategically respond to and prioritize the high-volume demand for the CEO’s time, ensuring that the CEO focuses on the most impactful areas to drive organizational growth and impact.
  • Sets a positive tone of enthusiasm, high energy, and professional team spirit.
  • Promotes a positive image of the United Way of the Bluegrass by:
    • greeting and receiving visitors or callers to the President's Office in the President’s absence,
    • responding in a timely fashion to inquiries from diverse stakeholders (e.g., donors, board of directors, board of trustee members, nonprofit partners, government and public officials, corporate partners, staff, the public),
    • referring inquiries or problems to the appropriate office or person,
    • resolving problems, and following up to determine the inquirer's satisfaction with the response,
    • ensuring that responses from the President’s Office reflect the highest standards of professional excellence and courtesy,
    • safeguarding the confidentiality of UWBG and the President’s Office by exercising sound judgment, professional maturity, and discretion in communicating information to all stakeholders and in handling files and matters pertaining to the CEO,
    • demonstrating a strong work ethic, positive attitude, and a willingness to be flexible and do whatever it takes to get the job done.
  • Coordinates the flow of incoming and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications. 
  • Prepares and/or reviews correspondence from the President’s Office for distribution or approval and signature, checking the documents for completeness and accuracy.   Review correspondence and documents prepared by other offices for the President’s signature.
  • Applies proactive problem-solving. Efficiently and effectively escalates and resolves mission-critical challenges and developments in a fast-moving environment.
  • Coordinates and executes special projects. Leads the execution of various projects required to support UWBG’s continued growth and brand equity. Translates the CEO’s goals into actionable business priorities and work streams for the organization to execute.
  • Provides high level administrative assistance to the President & CEO making travel arrangements, preparing expense reports, etc.
  • Manages, maintains, and keeps up to date the calendar of the President & CEO, including scheduling meetings both internally and externally and monitoring for key dates and deadlines. Contributes to the overall success of the President’s Office and UWBG by performing other essential duties and responsibilities as assigned.

Serve as the Board Liaison

  • Plays a leading role in board governance, recruitment, and development, in addition to supporting regular communications on behalf of the President and CEO.
  • Assists the President in the development of major reports and special projects for board meetings.
  • Monitors and updates all bylaws and policies of the board.
  • Tracks attendance and board member contact information and makes necessary changes in the donor database.
  • Works closely with the President and the Board Chair on effective planning and organization of Board of Director meetings including agenda and corollary materials, committee coordination, website postings, event coordination, minutes preparation, and meeting invitations.
  • Coordinates a Board Engagement and Development Program, including tracking individualized participation and records for each board member (including onboarding, committee placement, volunteer opportunities, recognition, etc.).
  • Reviews UWBG Board of Directors Onboarding Program at least annually, making continuous improvements and increasing value and quality of the program.

Maximize the Executive Team’s Collaboration and Efficiency

  • Works with the executive team on bi-weekly meeting design and implementation, agenda creation, etc.
  • Serves as liaison between the President and vice presidents, developing and distributing bi-weekly Executive Team agendas, updates, and minutes. 
  • Translates Executive Team discussions into prioritized action items; coordinates and ensures completion of assigned action items by established deadlines.
  • Supports stakeholder engagement: In collaboration with the marketing, community impact, finance and resource development teams, supports the CEO stakeholder engagement by tracking and overseeing a broad spectrum of external outreach with a focus on prospective funders and other key supporters aligned to UWBG’s mission. Supports the CEO as he leverages stakeholder relationships to generate new leads and deepen relationships.

General Office Support

  • Receives, opens, and distributes daily mail as well as prepares daily mailings using a postage machine.
  • Assesses the office supply needs of the staff and orders general office supplies to maintain a fully stocked supply area (including copy paper, printer toners, etc.).
  • Sets up the needed equipment for internal meetings including audio/visual technology such as speakers, projectors, laptops for presentations, etc. or coordinates with Information Technology (IT) to accomplish this.
  • Prepares PowerPoint presentations, Excel schedules, graphs, charts, and other items needed for presentation purposes, for dissemination to clients, or for internal use.
  • Maintains the postage machine and copier machine and reorders supplies, as necessary.

QUALIFICATIONS

  • 3-5 years’ experience of executive level assistance. 
  • Bachelor’s degree in applicable field (e.g., business, communications, etc.) or equivalent work experience. Masters preferred.
  • Experience working with and through senior level executives with expertise in maximizing meeting-time utilization.
  • Strong organization and project management skills - ability to see the big picture and to manage the small details, and to create and maintain systems that enhance organizational efficiency.
  • Ability to translate ideas quickly and efficiently into trackable, actionable plans.
  • Experience serving as a key ambassador of an organization, with both internal and external audiences. Board experience in any capacity a plus.
  • Passion for philanthropy and the impact it can achieve.
  • Goals and results driven, must have excellent relationship and communication skills, both oral and written.
  • Demonstrated ability to build positive and engaging relationships.
  • Strong public and persuasive presentation skills in one-on-one, small- and large-group settings.
  • Ability to work with diverse groups.
  • Experience with using CRM systems (Andar preferred) and proficiency with Google and Microsoft Suites.
  • Strong organizational skills, detail oriented with ability to manage multiple projects simultaneously, and to work calmly under the pressure of competing priorities and deadlines.
  • High energy, personal initiative, and passion for the work.
  • Operates effectively as a highly self-motivated independent contributor, as well as a team-player collaborating as a member of cross-functional teams.
  • Ability to travel throughout the Central Kentucky region (occasionally includes evening and weekends). Valid Kentucky driver’s license required as well as access to reliable insured automobile.   

     PHYSICAL REQUIREMENTS

The position requires occasional movement throughout the office to access files, papers, or move supplies weighing up to 20lbs.

BENEFITS

The position is full-time and exempt, with full benefits. Annual Salary is $45,000.

APPLY

A complete application includes a cover letter and resume.