Executive Assistant - Columbia, United States - United Way Association of South Carolina

Description

Position: Executive Assistant April 29, 2024

Department: United Way Association of South Carolina

Reports to: Chief Operating Officer

Service Term: Full Time; On-site Employment

Salary Range: 50,000- 60,000

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Position Summary: The executive assistant shall provide operational support to executive staff, which includes assistance in meeting facilitation, event management, contract oversight, operational compliance, accounting services, front desk services, and clerical support to ensure a professional and productive office environment is always maintained.

Primary Responsibilities:

Meeting Facilitation

• Coordinate with multiple stakeholders to schedule and host virtual, in-person, and hybrid meetings.
• Foster and facilitate continuous communication channels with the Board of Directors, ensuring timely updates and a seamless flow of information.
• Build meeting agendas based on the input and desired outcomes of all appropriate stakeholders.
• Ensure appropriate space, facilities, materials, technology, and layout is established for all meetings.
• Take proactive action to ensure executive staff is properly prepared for meetings and other events.
• Ensure meetings are being facilitated by association bylaws and best practices.
• Survey dietary restrictions and ensure meals, refreshments, and catering needs are met at each meeting.
• Take, report, and deliver meeting minutes within one week of the meeting (when minutes are required)
• Assist executive staff with calendar management, including scheduling appointments, sending invites, preparing staff for upcoming meetings, hosting technology, and providing follow-up post-meeting.
• Serve as the primary point of contact and support for all appointment/meeting-related events.

Operational Support

• Oversee filing, processing, accessibility, and security of all organizational documents.
• Manage maintenance contracts, subscription services, and other internal supports.
• Provide support to the 211 team, including advocacy, outreach, marketing, and assistance with caller concerns, special requests, and 211 representations as assigned.
• Provide support to the financial team, including processing, documentation, secure filing, regular bank deposits, assistance with audit requests, and other entry-level tasks.
• Provide program management for select member services, including assistance with documentation, deliverables, and general program support as needed.
• Provide technical support for office-related technology, such as Zoom, Constant Contact, DocuSign, printer services, and other industry-standard products and services.

Communication

• Review and analyze external communications; summarize information and action items.
• Provide internal communication and updates to all appropriate staff and departments.
• Serve as the main point of contact for all general and administrative inquiries.
• Prepare presentations for key meetings and events, which may include the collection and aggregation of multiple reports, submitted in various formats, from a variety of departments, staff, and stakeholders.
• Prepare, compose, and prioritize communication strategies and management of executive staff.

Required Skills:

• Excellent written communication skills
• Effectively and appropriately communicate with staff, partners, and other stakeholders.

Reasonable Accommodations

UWASC complies with the Americans with Disabilities Act (ADA) and strives to provide a work environment free from discrimination against qualified individuals with disabilities. We adhere to applicable federal, state and local laws to offer equal employment to qualified individuals with disabilities who are able to perform the essential functions of their jobs. Reasonable accommodations may be provided for qualified individuals with disabilities unless doing so would result in an undue hardship. It is the responsibility of the employee to notify UWASC of the need for such an accommodation. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.