United Way of Dane County
Executive Assistant
United Way of Dane County, Madison, Wisconsin, us, 53774
United Way of Dane County has been tackling Dane County's toughest challenges for over 100 years. With a mission to unite the community to achieve measurable results and change lives, we are committed to build a Dane County where everyone can succeed in school, work and life. Through strategic partnerships and collaborative work, United Way brings the many voices of Dane County together to find common ground and develop a strategic architecture for change, while engaging businesses and individuals to give, advocate and volunteer in Dane County. Together, we are The Power of Many. Working for All.
United Way of Dane County fights for the education, financial stability and health of everyone in Dane County. We are committed to the vision of a Dane County where everyone can succeed in school, work, and life. To facilitate this, we follow our Plan for Community Well-Being, which outlines four community goals focused on priority areas of Early Childhood, Education, Income that supports Housing, and Health - the building blocks of a stable life. Each of these goals is achieved through collective impact, the implementation of United Way initiatives and community-based programs operated by nonprofit partners.
Achieving our mission means being an equity leader and striving for outcomes that reflect a more inclusive community. United Way of Dane County recognizes racism as a public health crisis, understands it is the root cause of inequity in our society and stands in total opposition to all acts of racism and discrimination. Our IDEA (Inclusion, Diversity, Equity, Access) Statement reflects our commitment to support transformative social change and to address structural inequities and oppression.
Purpose of Position:
The primary role of this position will be to perform executive level administrative tasks to support the President & CEO, Vice Presidents and other leadership team members and key community stakeholders, including the Board of Directors, volunteers and other committees. Partners with President & CEO and Community Engagement & Marketing (CEM) Team on external events, social media calendar and internal communications on behalf of the President & CEO. Creates and fulfills President & CEO's appreciation touchpoints for key donors, CEOs, Agency partners and staff. Must be able to consistently perform high-quality work that promotes and enhances the impact of United Way of Dane County in the community. Initiates and maintains effective and positive professional working relationships with all UWDC team members and stakeholders. Reports to the Director, Executive Operations.
50%
Comprehensive Administrative Support to the President & CEO
Manage all administrative tasks to include but not limited to scheduling, meeting management, reviewing and responding to emails, answering and returning phone calls, creating and organizing documents, maintaining records, taking notes at meetings, and completing expense and mileage reports, and weekly time tracking.Assist the President & CEO and Director, Executive Operations with volunteer committee meeting duties (including Board of Directors), such as creating schedules, supporting logistical and technology needs, assembling and distributing materials, creating PowerPoint presentations and talking points, preparing meeting room footprints, providing refreshments, tracking attendance, communicating with volunteers, composing meeting summaries and conducting follow-up.Serve as point of contact and liaison among employees, community executives, volunteers and external partners on behalf of President & CEO.Independently address administrative and confidential matters and carry out duties according to established policy.Provide support for project assignments as directed by President & CEO.Serve as back-up and support to Director, Executive Operations.25%
Executive Office Communication Support
Create and distribute staff communication updates on behalf of the President & CEO.Serve as Executive Office liaison to Full-Staff Internal Committee and support monthly full staff meetings on behalf of President & CEO.Create and manage appreciation touchpoints on behalf of the President & CEO for key stakeholders, donors, community members, corporate and nonprofit partners, Board members and staff.Collaborate with the Marketing team on a yearly basis to design/update organizational meeting templates, including agenda, cover memos and PowerPoint slides.Procure and distribute annual recognition/appreciation gifts for outgoing committee members, staff and key volunteers.Manage and track Executive Office communications and notes using the appropriate technology solution, including CRM system.Partner with Communications Director on President & CEO's calendar to amplify UWDC opportunities for increased visibility and messaging on social media.Support President & CEO with preparation and participation at key UWDC events and external community events.10%
Manage Data and Technology Requests for the Executive Office.
Develop proficiency with the organizational database and customer relationship management platform and other software/technology/tools routinely used within the organization.Ensure that current community leader and volunteer information and communications are entered, updated, and maintained in the appropriate organizational databases.Respond to requests for data and general information from President & CEO and UWDC departments.Work with Technology Services/Finance Department on organizational database processes.10%
Administrative Support to UWDC Leadership Team
Coordinate the preparation of meeting agendas as needed.Prepare meeting room/technology set-up as needed.Distribute meeting summaries as appropriate.Assist Director, Executive Operations with Leadership Team Planning Sessions throughout the year.Support the office of the President in external and internal leadership events including invitations, registrations, greetings, logistics, follow-up, etc.Provide administrative support to execute Leadership team strategic retreats as appropriate.5%
Overall Support of Organization
Participate in organizational planning, strategy and program development, and activities of the organization as appropriate or determined.Participate on a UWDC internal committee.Develop relationships with all staff and act as point of contact for requests for the Executive Office.Collaborate with colleagues to continue to learn and innovate as an organization and team.Other duties as assigned.Requirements
Minimum Qualifications:
Associate degree in administrative services, communications or related field or equivalent experience.Highly effective written and oral communication skills.Demonstrated ability to work well with diverse individuals and cultures in a professional manner.Ability to be resourceful and innovative in finding solutions to issues or outdated processes/tools.Ability to work directly in a customer service role with community members and UWDC staff.Ability to adjust to a variety of work styles to produce effective and efficient results.High attention to detail, excellent organizational and time management skills.Ability to maintain confidentiality.Minimum Experience:
3-4 years administrative and communications experience in an office environment working with CEOs.Experience with non-profit organizations desirable.Event planning experience a plus.Demonstrated excellence in writing and editing.Experience and ability to work in a fast-paced environment with strong organizational and interpersonal skills.Project management experience.Proficiency with Microsoft Office computer systems including Microsoft 365, PowerPoint, word processing and spreadsheets, and the ability to learn data management platforms.HOURS OF WORK:
Full-time salaried, FLSA Exempt.Core hours are Monday through Friday from 8:00am to 4:30pm. Hours may vary based on activities and require early mornings, late evenings, and in some cases weekend hours.This position is located at the UWDC office and is not eligible for remote work.Driving and travel within Dane County to support meetings, events and engagements required.
SALARY RANGE:
$45,700-$50,700 (based on experience) . Along with salary, we offer a very generous employee benefits package. This position offers the options of health, vision, dental, life and disability insurance. United Way contributes 8% of gross wages to a defined contribution plan that is fully vested after 5 years of employment. and employees also have the option to contribute to a 403b plan. We offer our employees a good amount of paid vacation, sick and personal time off in addition to 10 paid holidays each year.
DEADLINE TO APPLY: Monday, December 2nd, 2024, by 4:00pm CST.
Please submit a resume and cover letter with your application. The submitted cover letter should be no more than 2 pages, specifically outlining your skills and duties that make you qualified for this position.
Values:
United Way values are the beliefs and guiding principles that provide our organization with purpose and direction. They define and guide culture, shaping our organization's identity to achieve our mission.
Diversity, Equity & Inclusion:
We provide opportunities for all people while working to change systemic and personal biases for equitable outcomes.
Excellence:
We operate at the highest standards to achieve our mission and exceed community expectations.
Innovation:
We create and catalyze unique approaches to address the community's most pressing needs.
Teamwork:
We work in collaboration and cooperation towards a shared vision of community well-being.
Wellness:
We respect and support one another, encouraging each other to create space for self-care and to lead balanced lives.
EEO/AAP Policy Statement
At United Way of Dane County, we not only accept difference - we celebrate, support and thrive on it for the benefit of our employees and community. United Way of Dane County is proud to be an equal opportunity workplace and an affirmative action employer. We center community in what we do and strongly encourage ALL people to apply to join us in our work at United Way of Dane County-regardless of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, justice involvement, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Salary Description
$45,700-$50,700 (based on experience)
United Way of Dane County fights for the education, financial stability and health of everyone in Dane County. We are committed to the vision of a Dane County where everyone can succeed in school, work, and life. To facilitate this, we follow our Plan for Community Well-Being, which outlines four community goals focused on priority areas of Early Childhood, Education, Income that supports Housing, and Health - the building blocks of a stable life. Each of these goals is achieved through collective impact, the implementation of United Way initiatives and community-based programs operated by nonprofit partners.
Achieving our mission means being an equity leader and striving for outcomes that reflect a more inclusive community. United Way of Dane County recognizes racism as a public health crisis, understands it is the root cause of inequity in our society and stands in total opposition to all acts of racism and discrimination. Our IDEA (Inclusion, Diversity, Equity, Access) Statement reflects our commitment to support transformative social change and to address structural inequities and oppression.
Purpose of Position:
The primary role of this position will be to perform executive level administrative tasks to support the President & CEO, Vice Presidents and other leadership team members and key community stakeholders, including the Board of Directors, volunteers and other committees. Partners with President & CEO and Community Engagement & Marketing (CEM) Team on external events, social media calendar and internal communications on behalf of the President & CEO. Creates and fulfills President & CEO's appreciation touchpoints for key donors, CEOs, Agency partners and staff. Must be able to consistently perform high-quality work that promotes and enhances the impact of United Way of Dane County in the community. Initiates and maintains effective and positive professional working relationships with all UWDC team members and stakeholders. Reports to the Director, Executive Operations.
50%
Comprehensive Administrative Support to the President & CEO
Manage all administrative tasks to include but not limited to scheduling, meeting management, reviewing and responding to emails, answering and returning phone calls, creating and organizing documents, maintaining records, taking notes at meetings, and completing expense and mileage reports, and weekly time tracking.Assist the President & CEO and Director, Executive Operations with volunteer committee meeting duties (including Board of Directors), such as creating schedules, supporting logistical and technology needs, assembling and distributing materials, creating PowerPoint presentations and talking points, preparing meeting room footprints, providing refreshments, tracking attendance, communicating with volunteers, composing meeting summaries and conducting follow-up.Serve as point of contact and liaison among employees, community executives, volunteers and external partners on behalf of President & CEO.Independently address administrative and confidential matters and carry out duties according to established policy.Provide support for project assignments as directed by President & CEO.Serve as back-up and support to Director, Executive Operations.25%
Executive Office Communication Support
Create and distribute staff communication updates on behalf of the President & CEO.Serve as Executive Office liaison to Full-Staff Internal Committee and support monthly full staff meetings on behalf of President & CEO.Create and manage appreciation touchpoints on behalf of the President & CEO for key stakeholders, donors, community members, corporate and nonprofit partners, Board members and staff.Collaborate with the Marketing team on a yearly basis to design/update organizational meeting templates, including agenda, cover memos and PowerPoint slides.Procure and distribute annual recognition/appreciation gifts for outgoing committee members, staff and key volunteers.Manage and track Executive Office communications and notes using the appropriate technology solution, including CRM system.Partner with Communications Director on President & CEO's calendar to amplify UWDC opportunities for increased visibility and messaging on social media.Support President & CEO with preparation and participation at key UWDC events and external community events.10%
Manage Data and Technology Requests for the Executive Office.
Develop proficiency with the organizational database and customer relationship management platform and other software/technology/tools routinely used within the organization.Ensure that current community leader and volunteer information and communications are entered, updated, and maintained in the appropriate organizational databases.Respond to requests for data and general information from President & CEO and UWDC departments.Work with Technology Services/Finance Department on organizational database processes.10%
Administrative Support to UWDC Leadership Team
Coordinate the preparation of meeting agendas as needed.Prepare meeting room/technology set-up as needed.Distribute meeting summaries as appropriate.Assist Director, Executive Operations with Leadership Team Planning Sessions throughout the year.Support the office of the President in external and internal leadership events including invitations, registrations, greetings, logistics, follow-up, etc.Provide administrative support to execute Leadership team strategic retreats as appropriate.5%
Overall Support of Organization
Participate in organizational planning, strategy and program development, and activities of the organization as appropriate or determined.Participate on a UWDC internal committee.Develop relationships with all staff and act as point of contact for requests for the Executive Office.Collaborate with colleagues to continue to learn and innovate as an organization and team.Other duties as assigned.Requirements
Minimum Qualifications:
Associate degree in administrative services, communications or related field or equivalent experience.Highly effective written and oral communication skills.Demonstrated ability to work well with diverse individuals and cultures in a professional manner.Ability to be resourceful and innovative in finding solutions to issues or outdated processes/tools.Ability to work directly in a customer service role with community members and UWDC staff.Ability to adjust to a variety of work styles to produce effective and efficient results.High attention to detail, excellent organizational and time management skills.Ability to maintain confidentiality.Minimum Experience:
3-4 years administrative and communications experience in an office environment working with CEOs.Experience with non-profit organizations desirable.Event planning experience a plus.Demonstrated excellence in writing and editing.Experience and ability to work in a fast-paced environment with strong organizational and interpersonal skills.Project management experience.Proficiency with Microsoft Office computer systems including Microsoft 365, PowerPoint, word processing and spreadsheets, and the ability to learn data management platforms.HOURS OF WORK:
Full-time salaried, FLSA Exempt.Core hours are Monday through Friday from 8:00am to 4:30pm. Hours may vary based on activities and require early mornings, late evenings, and in some cases weekend hours.This position is located at the UWDC office and is not eligible for remote work.Driving and travel within Dane County to support meetings, events and engagements required.
SALARY RANGE:
$45,700-$50,700 (based on experience) . Along with salary, we offer a very generous employee benefits package. This position offers the options of health, vision, dental, life and disability insurance. United Way contributes 8% of gross wages to a defined contribution plan that is fully vested after 5 years of employment. and employees also have the option to contribute to a 403b plan. We offer our employees a good amount of paid vacation, sick and personal time off in addition to 10 paid holidays each year.
DEADLINE TO APPLY: Monday, December 2nd, 2024, by 4:00pm CST.
Please submit a resume and cover letter with your application. The submitted cover letter should be no more than 2 pages, specifically outlining your skills and duties that make you qualified for this position.
Values:
United Way values are the beliefs and guiding principles that provide our organization with purpose and direction. They define and guide culture, shaping our organization's identity to achieve our mission.
Diversity, Equity & Inclusion:
We provide opportunities for all people while working to change systemic and personal biases for equitable outcomes.
Excellence:
We operate at the highest standards to achieve our mission and exceed community expectations.
Innovation:
We create and catalyze unique approaches to address the community's most pressing needs.
Teamwork:
We work in collaboration and cooperation towards a shared vision of community well-being.
Wellness:
We respect and support one another, encouraging each other to create space for self-care and to lead balanced lives.
EEO/AAP Policy Statement
At United Way of Dane County, we not only accept difference - we celebrate, support and thrive on it for the benefit of our employees and community. United Way of Dane County is proud to be an equal opportunity workplace and an affirmative action employer. We center community in what we do and strongly encourage ALL people to apply to join us in our work at United Way of Dane County-regardless of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, justice involvement, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Salary Description
$45,700-$50,700 (based on experience)