Executive Support Assistant

Description

This position is responsible for supporting the President/CEO to provide board and staff support. This position provides comprehensive administrative and operational support to The Leadership Team and RRBR Director. Primary responsibilities include calendar management, correspondence, meeting management, event planning, office coordination, onboarding support for new hires, and processing program distributions.

This position will support and exemplify the United Way core values of Humility, Compassion, Equity, Advocacy, Conviction, and Collaboration.

Job Duties

Executive Support
• Strategic calendar management including planning and coordinating
• Prepare deliverables, including drafting letters, correspondence, emails, internal marketing materials, and other tasks that facilitate President’s ability to effectively lead the organization
• Staff the leadership meeting and facilitates cross-team coordination of projects and assignments
• Provide management for on and off-site staff meetings, including tech support, supplies, food and beverage, etc

Board Support
• Serves as the President’s administrative liaison to the UWGC’s Board and Advisory Council
• Maintains discretion and confidentiality in relationships with all board members
• Coordinate Board recognition activities including birthdays and special occasions
• Set-up and organize Board and Advisory Council meetings
• Coordinate, schedule and staff Board committee meetings for the following: Executive, Audit/Finance, Endowment, and Nominating.
• Adhere to compliance with applicable rules and regulations set forth in the bylaws regarding board and committee matters, including advance distribution of materials
• Manage administrative board communications and recordkeeping
• Work with Chief Engagement Officer on Board stewardship communications
• Liaison to the Governance Committee

Staff Support
• Organize and manage staff retreats (bi-annual), luncheons, and special occasions
• Coordinate support for Monday.com and train new staff
• Maintain Employees Board in Monday.com, including managing milestone recognitions
• Maintain HR Resources SharePoint Site, including basic benefits information and new hire information
• Provide onboarding support to new employees
• Manage bi-annual Staff Climate Survey
• Ensure Divvy corporate credit card transactions are complete
• Update Organizational Accountability chart

Office Coordination
• Manage building maintenance, including landscaping, contractors, etc
• Manage and maintain copier, postage machine, phone system, and staff calendar
• Order and maintain office and kitchen supplies
• Field calls on the main organization phone line

Program support
• Process Santa Fund retailer reimbursement requests and provide monthly payment reports to CFO
• Process weekly check disbursements for Pathways rent/utility assistance and prepare weekly partner report
• Preparation and minutes for Ready Regions Blue Ridge Leadership Meetings
• Scheduling, set up, and purchasing for Ready Regions Blue Ridge RRBR events
• Purchasing of materials and receipt tracking
• File collection and organization; mileage collection

Skills Required

• Bachelor’s Degree or equivalent experience preferred
• Must be punctual and dependable
• Must have excellent communication and writing skills
• Prior experience working with the public
• Intermediate computer skills with Excel, Adobe and Power Point proficiency preferred
• Ability to work without close supervision and to follow verbal and written instructions
• Must use tact and courtesy in dealing with staff, clients, volunteers, and visitors
• Must possess the ability to communicate effectively with all levels of management, employees, outside contacts and members of the Board
• Must possess a spirit of cooperation and enthusiasm
• Must attend all mandatory meetings and specified training sessions
• Must maintain confidentiality
• Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Work Schedule

• This position is full-time, 37.5 hours per week. The schedule is in-office Monday-Thursday, remote on Friday, 8:30am-5pm with an hour lunch break.

Additional Info

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.