Administrative Support Specialist

4 weeks ago

Washington, Washington, D.C., United States UNITED NEGRO COLLEGE FUND Full time
Job Description

Job Title: Executive Assistant

Department: Office of the President

Reports To: Deputy Chief of Staff/Office Manager

The United Negro College Fund (UNCF) seeks a highly skilled and detail-oriented Executive Assistant to provide administrative support for the Office of the President. The ideal candidate will have a minimum of five years of experience working at the C-Suite level and possess exceptional writing, editing, and proofreading skills.

Key Responsibilities:

  • Maintains the appointment schedules and itineraries of the executives by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
  • Schedules departmental meetings; assists in the preparation and distribution of meeting agendas and materials, when appropriate.
  • Monitors and screens incoming telephone calls, takes messages, and returns calls as requested.
  • Prepares, reconciles, and submits expense reports and processes invoices for executives.
  • Checks records, forms, and reports for completeness, accuracy of content, proper endorsement, and conformance to policies/procedures; corrects minor discrepancies and errors independently and brings to the attention of the appropriate supervisor.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Contributes to administrative team efforts by accomplishing related results and collaborating on initiatives.
  • Assists in the development of presentations for internal and external audiences.
  • Brings priority matters to the attention of the Deputy Chief of Staff; redirects matters to the appropriate individual or handles matters personally, as appropriate.
  • Keeps the Deputy Chief of Staff advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Handles printing, faxing, mail/overnight packages, copying, filing, and email/messages.
  • Composes and prepares letters relating to routine correspondence for the executives' signature.
  • Maintains paper and electronic filing systems.
  • Maintains confidential and sensitive information.
  • Attends meetings and takes notes of discussion; prepares the initial draft of minutes and summaries.
  • Completes a variety of special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material, when needed.
  • Orders supplies, maintains inventory, and requests equipment maintenance and technical support.
  • Acts as a backup to other Executive Assistants in the Office of the President.
  • Performs other duties as assigned.

Qualifications:

  • The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
  • A detail-oriented self-starter with prior experience in the financial services industry or with a technology team.
  • Someone who exhibits sound judgment with the ability to prioritize and make decisions.
  • Energetic and eager to tackle new projects and ideas.
  • Comfortable interacting with high-level executives.
  • A team player capable of cultivating productive working relationships across the organization.
  • Resourceful, can-do attitude.
  • Thrives in a fast-paced environment.
  • Remains professional under pressure.

Benefits:

  • Medical, dental, and vision benefits.
  • Vacation, sick, and personal leave.
  • Life insurance (basic and optional).
  • Flex spending accounts.
  • 403(b) retirement account.
  • Holiday savings plan.

Salary range: $70,000.00 to $85,000.00 per year. This in-office support role requires on-site presence 5 days a week, located at UNCF's Washington DC Headquarters building.

UNCF is an equal opportunity employer.

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