Executive Assistant- SII Job at United Way of Central Indiana in Indianapolis

Executive Assistant
Strategic Intelligence and Information Division (SII)

United Way of Central Indiana works to bring the resources of philanthropy, government, corporations, the social sector and neighborhoods together to confront generational poverty head on and ensure a better future for our neighbors in need.

This is an ambitious time to join United Way as we embark on a five-year strategic plan to reduce the number of households experiencing poverty and financial instability. To make a significant impact in our region, United Way is looking for dedicated, confident, and compassionate team members who live our shared values of inclusivity, courage, accountability, respect, and excellence.

Position Summary

The Executive Assistant will provide high-level administrative support to the Chief Strategic Intelligence and Information Officer (CSIO), who serves as a member of the Executive Team and the Vice President of Strategic Intelligence and Information who serves as a member of the Executive Management Team. Reporting directly to the CSIO, the Executive Assistant provides executive support in a one-on-one working relationship with the CSIO, Vice President and members of the Strategic Intelligence team. The Executive Assistant also serves as a liaison to other senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative and enjoy working within a fast-paced environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Position Duties & Responsibilities

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Executive Support

• Provide executive support to the Chief Strategic Intelligence and Information Officer (CSIO), who is a member of the Executive Team and the Vice President of Strategic Intelligence and Information, through daily management of emails, calendar, coordination of internal and external meetings, tracking tasks and managing communication.
• Provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the United Way.

• Provide high level calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

• Manage complex SII team calendars and schedules, resolving any scheduling issues.

• Monitor, organize and respond to email questions on behalf of Chief Strategic Intelligence Officer.

• Prepare Word, Excel, PowerPoint presentations, emails, agendas, reports, special projects, and other documents in support of objectives for the organization.

• Proofread various department emails, letters, materials, and other documents.

• Create an end of day report that outlines tasks, meetings and communication that need action.

• Work closely with the CSIO and VP to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CSIO and VP updated. Anticipate needs in advance of meetings, conferences, etc.

• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CSIO and team members, demonstrating leadership to maintain credibility, trust, and support.

• Coordinate communications with other Executive Assistants to schedule meetings for Internal and external appointments (i.e., interviews, meetings, lunch outings, and ad hoc requests).

• Manage all aspects of preparation/management for meetings which include assembling materials, meeting set up and logistics.

• Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.

• Excellent communication and time management skills; proven ability to meet deadlines.