Executive Assistant - Community Investments & Programs and Finance & Operations
Organization: United Way of the Midlands
Job Title: Executive Assistant – Community Investments & Programs and Finance & Operations
Department: Community Impact & Programs and Finance & Operations
FLSA Status: Full-time, Exempt
Location: Omaha, NE (on-site)
UWM’s Mission: To UNITE our community’s CARING SPIRIT to build a STRONGER tomorrow.
UWM Guiding Principles:
- Build TRUST in everything we do
- Extend GRACE by thinking beyond yourself
- Show GRIT by bringing it every day
- Be OPEN to embrace others’ differences
- Actively ENGAGE by listening and sharing
- Live CURIOUSLY to learn constantly
With a 100-year heritage of helping others, United Way of the Midlands (UWM) has evolved to meet the ever-changing needs in our community. We invest in more than 100 local nonprofit agencies and provide direct services, such as 211 and JAG Nebraska, to address social and economic disparities and meet community members’ essential needs. As needs have continually evolved over the years, we have focused resources and expanded the network of organizations we support – while also mobilizing people and resources in times of economic crisis, health emergencies, and natural disasters. At United Way, we are committed to fostering a diverse, equitable, and inclusive environment where all employees feel valued, respected, and empowered to bring their unique perspectives and experiences to the table.
Provides high-level administrative support to allow the SVP, Community Investments & Programs and SVP, Finance & Operations to focus effectively on the leadership of their departments. Provides liaison between the Senior Vice Presidents and department directors, volunteer committees, and community stakeholders. Provides excellent interpersonal skills and the ability to work well with outside constituents, key volunteers, and internal stakeholders. Works as an integral member of both departments by handling information requests, coordinating events and meetings. Performs administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and taking minutes. At United Way, we are committed to fostering a diverse, equitable, and inclusive environment where all employees feel valued, respected, and empowered to bring their unique perspectives and experiences to the table.
Duties and Responsibilities:
General:
- Completes projects and special assignments for the executives
- Provides support to both teams by managing and maintaining schedules, appointments, and travel arrangements.
- Tracks and prepares travel and expense reimbursements.
- Arranges and coordinates internal and external meetings and events including committee meetings with responsibility for meeting materials, set up, and minutes.
- Reviews departmental invoices and purchase orders for approval.
- Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
- Receives and interacts with incoming visitors, representing both departments positively and professionally.
- Opens, sorts, and distributes incoming correspondence, including faxes and e-mail.
- Composes and types up routine and confidential correspondence. Verifies reports and correspondence for accuracy with respect to the information provided, punctuation, grammar, spelling and layout.
- Other duties as assigned.
Finance and Operations:
- Assists SVP, Finance and Operations with Team United and Finance committee meetings, events, requests, minutes etc.
- Coordinates internal and external meetings
- Assists with scheduling of independent contractor for office maintenance and projects
- Supports department staff as needed
- Responsible for ordering all supplies for kitchen, meetings and office
- Maintain cleanliness and organization of kitchen spaces, including shared dishes and refrigerators
- Serve as a backup for the front desk when Security Officer is out of office
- Maintain the conference/meeting rooms in a neat condition for the next meeting
Community Impact & Programs:
- Maintains SVP daily calendar, schedules/coordinates internal and external meetings, and makes sure SVP has necessary prep/pre-meeting briefing materials
- Maintains SVP, CIP Department, and JAG Nebraska files
- Processes SVP, CIP Department, and JAG Nebraska expense reports
- Supports SVP with CI Committee, JAG Committee, Public Policy Committee, and 211 Committee meetings and administration
- Supports SVP with the final preparation and review for submitting RFP proposals
- Serves as backup for the CRCSP manager
Required Skills and Abilities:
- Highly proficient with Microsoft Office Suite of programs, Adobe, and SharePoint
- Demonstrated ability to multi-task and to thrive in a fast-paced environment
- Strong communication and customer support skills
- Attention to detail and superior organizational skills
- Computer fluency with word processing, spreadsheet and database applications
- Excellent interpersonal skills to work closely with various external stakeholders and different UWM departments
- High level of professionalism, confidentiality and capacity to work independently
- Ability to prioritize workflows to meet deadlines
- A team-oriented mindset with a commitment to being a caring, supportive, and respectful member of the team
- Demonstrated ability to work with individuals of diverse backgrounds, perspectives, and experiences
Supervisory Responsibilities:
- This job has no supervisory responsibility.
Education and Experience:
- Bachelor's degree from four-year College or university preferred or relevant and comparable experience
- Two or more years related experience
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Regularly reach with hands and arms and talk or hear.
- Occasionally required to walk; climb or balance and stoop, kneel, crouch, or crawl.
- Must occasionally lift and/or move up to 10 pounds.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually moderate.
Benefits:
- Shared health, dental and vision insurance
- Generous 401(k) Retirement plan
- Paid vacation and sick time
- Employer paid life and disability insurance
- Professional development assistance
- Tuition reimbursement
How to Apply:
Please submit your cover letter and resume to resume@UWMidlands.org
United Way of the Midlands is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
Position Type: Full-time
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