Executive Assistant

SUMMARY

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  Provide administrative support to Vice President of Resource Development and Individual Giving team, and backup support to the Chief Executive Officer.

  
  

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  Provide confidential administrative support to Vice President, Human Resources

  
  

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  Provide administrative support to annual Community Campaign Co-chairs and Campaign Cabinet.

  
  

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  Maintain a high level of professionalism both in person and in written communication.

  
  

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  Recognize and maintain the confidentiality and sensitive nature of division matters.

  
  

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  Anticipate potential problems and develop solutions.

  
  

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  This position reports to the Vice President, Resource Development

  
  

RESPONSIBILITIES

Include the following, but are not limited to:

ADMINISTRATIVE SUPPORT FOR VICE PRESIDENT OF RESOURCE DEVELOPMENT AND MAJOR GIFTS TEAM

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  Provide administrative support for the Vice President - Resource Development and provide backup support for President and CEO as needed including organizing, planning, and follow-through.

  
  

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  Manage Vice President - Resource Development's calendar and schedule meetings on behalf of Vice President - Resource Development.

  
  

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  Assist Vice President - Resource Development with onboarding new direct reports.

  
  

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  Coordinate meeting set up and materials for Vice President, Resource Development and Individual Giving team including scheduling, sending meeting notices, handling meeting set-up, preparation of materials/supplies, contacting volunteers and preparing agendas.

  
  

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  Prepare minutes and take notes for meetings, including Resource Development team meetings, Campaign co-chair meetings and other meetings as needed.

  
  

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  Maintain Resource Development's shared Outlook calendar and timeline. Assure all team members have access to both.

  
  

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  Maintain Resource Development department's organizational chart.

  
  

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  Coordinate the production of key division documents, including but not limited to all Leadership, Jane Bradley Pettit and Tocqueville Society solicitation materials.

  
  

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  Work with the Account Manager, Leadership Giving to facilitate the weekly acknowledgement process for Leadership, Tocqueville and Jane Bradley Pettit

  
  

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  Work with Resource Development staff on the accuracy of the Tocqueville and Jane Bradley Pettit Society members in the leadership registry.

  
  

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  Gather and submit data to United Way Worldwide for the National Tocqueville Registry.

  
  

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  Assist with ANDAR (donor database) system maintenance for Major Gifts records and ensure account data is accurate and up to date.

  
  

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  Assist in all aspects of the Annual Tocqueville Society thank you event including coordination of the invitation mailings, management of the RSVP process, communicating status of responses with manager; provide some phone call follow up.

  
  

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  Maintain office documentation for Tocqueville and Jane Bradley Pettit Society.

  
  

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  Create and mail stock and gift acknowledgement letters.

  
  

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  Create and mail letters to new C-Suite executives from our existing and potential corporate partners on behalf of President and CEO.

  
  

ADMINISTRATIVE SUPPORT FOR HUMAN RESOURCES

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  Schedule interviews for virtual and in person candidates after the initial phone screens for RD.

  
  

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  Manage the annual salary distribution process maintaining full confidentiality of this sensitive information.

  
  

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  Assist the HR team during the benefits renewal process.

  
  

RESOURCE DEVELOPMENT ANNUAL CAMPAIGN CO-CHAIR & CABINET ORGANIZATION

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  Schedule major campaign events including campaign cabinet meetings, campaign kickoff and closing, and monthly campaign co-chair meetings.

  
  

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  Coordinate with area executives and campaign co-chairs to schedule corporate CEO calls.

  
  

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  Serve as a point person for co-chair assistants.

  
  

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  Obtain co-chair signatures for mailings and co-chair bios for the website

  
  

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  Assemble co-chair meeting materials, send meeting reminders, prep materials and agendas before the co-chair meetings.

  
  

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  Keep attendance of Cabinet Meetings and prepare minutes for all co-chair meetings.

  
  

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  Maintain updated and accurate cabinet rosters, including current contact information, throughout the year.

  
  

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  Enter/update cabinet member information in ANDAR.

  
  

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  Enter volunteer hours into ANDAR for campaign co-chairs and cabinet members.

  
  

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  Responsible for cabinet meeting attendance list; name tents; name badges, seating charts, room setup, ordering food, etc.

  
  

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  Provide cabinet & assistants' emails to IT for entry on main email lists.

  
  

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  Send cabinet member welcome packet.

  
  

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  Curate and send weekly updates and communication to all campaign cabinet members with campaign status and updates.

  
  

RESOURCE DEVELOPMENT DATA INTEGRITY

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  Monitor United Way's Live United email box and update CRM to ensure data integrity.

  
  

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  Process Leadership Verification forms and update donor database as needed.

  
  

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  Merge duplicate donor accounts as necessary and maintain Monitor Accounts Created Online audit dashboard within donor database.

  
  

ADMINISTRATIVE SUPPORT FOR OTHER RESOURCE DEVELOPMENT PROJECTS

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  Register Resource Development professionals and VP Resource Development for external luncheons and events.

  
  

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  Conduct research as directed using local publications, websites or other sources.

  
  

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  Distribute local publications to Resource Development staff weekly and send out additional articles as necessary.

  
  

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  Order Resource Development division's office supplies when needed.

  
  

ADMINISTRATIVE TEAM BACKUP SUPPORT??

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  Understand administrative procedures and be able to provide backup to all other department support staff.??

  
  

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  Collaborates with all other administrative staff of the organization by sharing best practices and knowledge; improving processes and procedures; and?prioritizing strong communication?across functional areas.??

  
  

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  Attend Admin Meetings.?

  
  

RECEPTION AREA COVERAGE??

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  Cover reception areas breaks and lunches on designated days and as needed on other days.??

  
  

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  Work with reception/admin team to ensure coverage when you are not available on your scheduled day.???

  
  

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  Provide courteous and helpful service to visitors and guests. Obtain visitor name, nature of business, and notify person called upon.??

  
  

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  Sign for and accept deliveries and pick-ups.?

  
  

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  Route business calls to the appropriate staff members.??

  
  

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  Assess situations and obtain help as needed for visitors and callers, including referring to 211 or other services.?

  
  

OTHER DUTIES

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  Actively participate in special workgroups and projects as assigned.

  
  

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

EDUCATION & EXPERIENCE REQUIREMENTS

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  High school diploma or GED and minimum five (5) years of progressively responsible experience.

  
  

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  High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook or other similar programs.

  
  

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  High level of proficiency working within United Way's CRM.

  
  

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  Ability to produce and edit complex spreadsheets that include formulas. Ability to manage multiple calendars; experience with scheduling executives a plus.

  
  

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  Ability to take meeting minutes, communicate and interact well on all levels.

  
  

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  Demonstrated skills in letter and memo writing and development. Demonstrated attention to detail and organizational details.

  
  

CORE COMPETENCIES

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  Mission-Focused. The top priority for all United Way professionals is to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.

  
  

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  Relationship-Oriented. United Way professionals understand that people come before process and is astute in cultivating and managing relationships toward a common goal.

  
  

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  Collaborator. United Way professionals understand the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.

  
  

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  Results-Driven. United Way professionals are dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.

  
  

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  Brand Steward. United Way professionals are stewards of the brand and understand their role in growing and protecting the reputation and results of the greater network.

  
  

ADDITIONAL SKILLS & COMPETENCIES

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  Ability to work in a complex environment using technical and interpersonal skills.

  
  

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  Strong analytical abilities, also demonstrating the ability to anticipate problems and identify and implement solutions when needed.

  
  

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  Ability to work independently, recognize tasks, implement, and follow through to completion.

  
  

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  Proactively communicates with team members on status of projects, tasks and deadlines.

  
  

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  Ability to problem-solve and work with flexibility. Able to quickly adapt to change.

  
  

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  Ability to remain productive and calm in a fast-paced and sometimes stressful environment.

  
  

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  Allocates time efficiently to the most important issues and knows what to spend time on; completes work in a timely and accurate fashion.

  
  

LANGUAGE SKILLS

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  Ability to read and interpret general business periodicals, professional journals, or technical procedures.

  
  

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  Ability to write reports, business correspondence, and procedure manuals.

  
  

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  Ability to effectively present information and respond to questions from groups of managers, customers, other employees, and the general public.

  
  

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  Ability to communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds.

  
  

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  Demonstrated verbal and written communications skills.

  
  

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  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

  
  

MATHEMATICAL SKILLS

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  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

  
  

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  Ability to compute rate, ratio and percent.

  
  

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  Ability to analyze data and utilize computer reports using the above computer programs.

  
  

ACCOUNTABILITY & DECISION-MAKING

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  Responsible for producing error-free documents.

  
  

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  High level of attention to detail.

  
  

REASONING ABILITY

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  Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

  
  

PHYSICAL DEMANDS

The physical demands at UWGMWC are representative of what is needed to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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  While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop and occasionally kneel.

  
  

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  Specific vision abilities required by this job include close vision requirements due to computer work.

  
  

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  Light to moderate lifting is required (such as loading paper into a paper tray).

  
  

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  Ability to uphold to the stress of traveling (in designated positions).

  
  

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  Regular, predictable attendance is required; including additional overtime as business demands dictate.

  
  

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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  Moderate noise (business office with computers, phone, printers and light traffic).

  
  

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  Ability to work in a confined area.

  
  

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  Ability to sit at a computer terminal for an extended period of time.

  
  

AMERICANS WITH DISABILITIES

It is the policy of UWGMWC to comply with all relevant and applicable provisions of the Americans With Disabilities Act (ADA), as amended. UWGMWC will not discriminate against any qualified applicant with respect to any terms, privileges or conditions of employment based upon an individual's physical or mental disability. UWGMWC will also make reasonable accommodation whenever and wherever possible for all employees or applicants with disabilities provided that the individual is otherwise qualified to safely perform the duties and assignments required by the job, and provided that any accommodation does not require significant difficulty or expense. UWGMWC's policy of non-discrimination applies to all personnel and employment practices including, but not limited to, job application procedures, hiring, advancement, termination, compensation, job training and other terms, conditions and privileges of employment.

EQUAL OPPORTUNITY EMPLOYER

It is the policy of UWGMWC to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status or military service, or other non- merit factor or other legally protected characteristic. This applies to all recruiting, hiring, placement, training, promotion, compensation, transfers and other employment-related programs and personnel actions.

DIVERSITY, EQUITY & INCLUSION STATEMENT:

Diversity, Equity & Inclusion is a core value at United Way of Greater Milwaukee & Waukesha County. We strive every day to enhance the culture of belonging and are passionate about building and sustaining an inclusive and equitable working environment. We believe this allows us to attract, retain the best possible colleagues to use their full gifts to serve our community. We are looking for other great colleagues who are excited about this important work.

This job description indicates the general nature and work level performed by employees within this position. It is not designed to be a comprehensive inventory of all duties and qualifications required. The duties and/or requirements of this position may be modified, added, or deleted at any time. Other duties may be assigned.