Executive Assistant

JOB SUMMARY :United Way of San Diego County (UWSD) is seeking a dynamic Executive Assistant to hold responsibility for managing activities of the President & CEO (PCEO), the UWSD Board of Directors, and the Executive Leadership Team (ELT).In this role, you will be responsible for, but are not limited to:The ability to use good judgement, make quick independent decisions, and timely and appropriate communications.Prioritization and management of multiple responsibilities simultaneously.Steady competence and focus when facing rapid rates of changing demands.Passion for maintaining a high bar for quality with a critical eye for detail.Effective collaboration and influence with stakeholders from a variety of functions and businesses at every level.ESSENTIAL FUNCTIONS :President & CEO SupportCommunicates directly, and on behalf of the PCEO, with Board members, donors, staff, and others, on matters related to UWSD programmatic initiatives.Completes a broad variety of administrative tasks for the PCEO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.Prepares and organizes PCEO’s daily activities with support and backup materials including scheduling regularly occurring annual in-person meetings such as elected officials, donors, and others on the monthly appointment list.Initiates outreach for fundraising/meet and greet purposes to a wide variety of potential partners/donors.Researches, prioritizes, and follows up on incoming issues and concerns addressed to the PCEO, including those of a sensitive or confidential nature.Provides a bridge for smooth communication between the PCEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.Works closely and effectively with the PCEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the PCEO updated.Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the PCEO's ability to effectively lead the company.Develops Executive Office budget expenses and forecasts budget needs and monitors the budget on a regular basis.Participates in cross-functional teams as time permits.Follows up on contacts made by the PCEO and supports the cultivation of ongoing relationships.Responds to requests for materials regarding the PCEO and the organization in general.ConfidentialityThe Executive Assistant / Board Liaison position provides a broad range of confidential executive support within the Executive Office and for the Board of Directors. By nature of the position, the Executive Assistant / Board Liaison is exposed to confidential, privileged matters necessitating the use of tact, diplomacy, discretion and judgment. The Executive Assistant / Board Liaison will hold such information in strict confidence and will not disclose or divulge such information, either directly or indirectly.Board Support and LiaisonMaintain frontline communications with BOD, serving as the central point of contact to facilitate PCEO and BOD, committee meetings and other Board oriented activities.Responsible for, with the approval of the PCEO, and/or committee liaison, in the scheduling and planning of Board and committee meetings, new board member orientations (Board and committees), and potential new board candidate meetings.Ensure annual requirements of committees are anticipated, ensuring appropriate time for review, and communicated in advance of meetings where approvals occur. Advise PCEO/ELT members of upcoming deadlines.Coordination of meeting technology, presentation logistics, preparation and distribution of all meeting materials.Attend assigned meetings, take and transcribe minutes.Maintain minutes, bylaws, records and files of all board-related current and past projects, committees and meetings. Maintain and administer Board forms and contact information.Initiate communications and respond to Board, donor, volunteer, and community requests, compose and /or edit correspondence and format documents.Maintains discretion and confidentiality in relationships with all board members.Ensures meeting spaces are prepared for attendees including meeting materials, beverages/ food, audio visual, teleconference, seating/ table arrangement, etc.Senior Management LiaisonParticipates as an adjunct member of the Leadership Team including assisting in scheduling and attending meetings, taking minutes and meeting follow-up.Assists in coordinating the agenda of Leadership team meetings and off-site meetings.Assists other departments in projects as needed and assigned.Facilitates cross-divisional coordination of travel and outreach plans.Other ResponsibilitiesMaintain accurate and timely progress notes on all partners/donors/board members as they relate to the office of PCEO and BOD in the account management tool (Andar) and other instruments as necessary.Maintain updated Executive Office and ELT files are accessible and, as much as possible, paper files are moved to electronic files.Manage projects and special assignments and other duties as assigned.COMPETENCIES:Relationship Oriented: Understands that people come before process and is astute in cultivating and managing relationships towards a common goal.Mission Focused: Create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.Effective & Engaging Communicator: Effective and passionate communicator, articulating the UW message in a way that inspires others to act in service to the organization and the community.Cross functional Capability & Collaboration: Work effectively in a cross-functional, matrix organization. Bring a team-oriented mindset and approach to work. Demonstrate skills and capabilities to collaborate for results. Demonstrate knowledge of current conditions and future trends, both inside and outside the organization, to achieve results.Planning and Implementation: Leads and takes initiative in planning and developing initiatives within impact areas to achieve results.Embracing & Managing Change: Champions and facilitates change to ensure long-term community sustainability. He/she adapts successfully to changing needs while maintaining positive relationships with all constituents, internal and external.Critical Thinking & Problem Solving: Able to address and manage complex issues to achieve desired results. This includes the ability to gather, interpret and use relevant data, to make decisions and drive for results.QUALIFICATIONS :Minimum of five years of experience assisting at the senior leadership level and Board of Directors, in a fast-paced environment; nonprofit experience is preferred.Highly organized, analytical, flexible with shifting priorities and able to always exercise good judgement.Event planning experience is required.High level of integrity and discretion in handling confidential information.Proficient in relevant technology including Microsoft Office (Outlook, Word, Excel, Teams, SharePoint and Power Point), Boardable, Zoom and Adobe Acrobat Pro.Required Skills/Abilities:Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.Expert level written and verbal communication skills. Meticulous writing and editing skills.Additional Skills:Demonstrated proactive approaches to problem-solving with strong decision-making capability.Professional maturity.Highly resourceful team-player, with the ability to also be extremely effective independently.Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.Forward looking thinker, who actively seeks opportunities and proposes solutions.Physical Demands:This person must be able to remain in a stationary position 50-75% of the time.The person in this position needs to be able to move about inside the office to access file cabinets, office machinery, etc.The person in this position frequently communicates with Leadership, Staff and the Public. Must be able to exchange accurate information in these situations.The statements herein are intended to describe the general nature and level of work being performed by the employee assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of incumbents.

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