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Senior Executive Assistant

4 months ago

Portland, United States UNITED WAY OF THE COLUMBIA-WILLAMETTE Full time
Job DescriptionJob DescriptionReports to: Portland United for Change President and CEO
Department: Executive
FLSA: Exempt
Benefits: Full benefits
Hybrid position

Purpose of this Role
To support the President/CEO and the Executive Department by completing high level administrative and project coordination support tasks in the most professional, efficient, and thorough manner possible, while requiring little supervision, so as to alleviate any necessary burden from the President/CEO. This position exercises considerable discretion and judgment in serving as a representative of the President/CEO. Support United Way's commitment to excellent customer service by facilitating communication and relationship-building with community partners and key stakeholders (local, regional and national organizations, businesses, and individuals).
Maintains a broad perspective of the administrative needs of the organization.

Key Accountabilities
Board Liaison
● Supports of the Board of Directors, Executive Committee and other special committees staffed by the CEO and/or Executive Department staff
● Serves as the point person for scheduling meetings for CEO and volunteers with interest in membership on Board and/or standing/key committees of the Board
● Coordinates preparations for the above meetings, including advance correspondence/materials, room-set-up, catering, room break-down, and meeting minutes
● Maintains Board of Directors database and web page
● Acts as a liaison between Board and UWCW staff
● Develops network relationships with support staff of board members
● Obtains Board member signatures on documents, as needed

Administrative Support:
● Maintains complex master calendar of activities and events (exceedingly important) for CEO, President/CEO’s direct reports, and Admin Events calendars to arrange meetings, donor visits, appointments, travel arrangements, logistics coordination and itinerary preparation
● Oversees meeting logistics including catering orders, providing refreshments, set-up for luncheons, breakfasts, and evening meetings, and tear down and clean-up
Creates and maintains file management and other organizational systems
● Engages in daily interaction with internal/external executives and respective staff
● Determines what business, requests, circumstances, issues, communications and/or decisions require the personal attention of the CEO and what to refer to other appropriate staff
● Supports other departments with proofreading, editing newsletters, e-blasts, donor thank you letters, event programs and other communications and correspondence
● Manages administrative functions of the executive department including items such as timesheets, PTO requests, reimbursements, expense reconciliation, etc.
● Provides support for ELT meetings including calendaring, tracking attendance, note taking, follow-up and take-away ownership
● Takes initiative to identify and resolve any organizational questions/problems for individual directors
● Composes and prepares business correspondence and other written materials, as needed
● Provides oversight and management of the administrative needs of the organization
● Strategically and collaboratively liaises across departments to coordinate projects, events, and key initiatives
● Acts as an information resource to staff within and outside of the organization
● Performs other duties as assigned by the President/CEO

Project Management and Project Management Support
Supports the CEO and other departments coordination and project management of key events including scheduling, logistics and communications
● Ensures and monitors performance with organization-wide strategic initiatives for which the CEO is responsible
● Monitors the status of ongoing work, projects, assignments and other activities
● Leads the definition of project scope, strategy and objectives, involving all relevant stakeholders and ensuring technical feasibility
● Coordinates internal resources and third parties for the flawless execution of projects
● Ensures that all projects are delivered on-time, within scope and within budget
● Performs research associated with projects
● Ensures resource availability and allocation
● Develops a detailed project plan to monitor and track progress
● Manages changes to the project scope, project schedule and project costs
● Measures project performance using appropriate tools and techniques
● Manages the relationship with all stakeholders
● Performs risk management to minimize project risks
● Establishes and maintains relationships with third parties/vendors
● Creates and maintains comprehensive project documentation
● Other duties as assigned by supervisor

Education, Skills, Experience, and Training Required for this Position
● High school diploma and 3+ years’ of experience supporting senior-level management required
● Bachelor’s Degree preferred and 5+ years of experience supporting senior-level management, or a comparable combination of education and experience preferred

 

This job description describes the general nature and level of work performed by employees assigned to this position. This is not an exhaustive list of all required duties, responsibilities, and skills. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions of the job.

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