The Executive Assistant (EA) role provides executive(s) with high quality administrative, project management and office operations management. The position is responsible for managing the day-to-day operations, anticipating, and responding to the needs of the executive(s) as part of the Executive Office Administration (EOA) Team. The position will support the Chief Growth Officer (CGO) and work in concert with the Executive Assistant to the President and CEO and Executive Assistant to CFO to ensure effective and efficient operations. The Executive Assistant performs a range of duties which include but are not limited to planning, coordinating, and managing of schedules, meetings and other business and donor activities. The EA is often the first point of contact with external agencies, companies and donors requiring a high level of professionalism to project a positive business image.
COMPETENCIES:
- Mission-Alignment: Create real social change that leads to improving lives in our community.
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Relationship-Oriented: Works well 1:1 and in teams across internal and external relationships. Has strong interpersonal skills and ability to develop, grow, and sustain productive relationships in a fast-paced environment.
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Effective Communicator: Strong communications, written and verbal. Ability to engage with key constituents and donors. Effectively captures, processes and records relevant information in the course of performing and directing work.
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Results-Driven: Accountable for individual and shared goals; ensures all deadlines for self and executives are met and contributes to overall EOA team results.
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Innovative: Focuses on process improvements in delivery of work for self and EOA team.
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Organizational Skills: Adept at coordinating and managing executive schedules, preparing briefing materials and/or informational packets for executive meetings.
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Stewardship: Represents the UWMD Executives and organization through actions, behaviors, and decisions meeting the highest ethical standards.
REQUIRED SKILLS/ABILITIES:
- Exhibits professional and positive conduct when interacting with board members, volunteers, community leaders, the public, and staff.
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Strong organizational skills and ability to prioritize multiple tasks and assignments, including responding to urgent requests as needed.
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Able to work in a fast-paced environment and apply good judgement in managing competing priorities manage competing priorities.
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Ability to handle critical communications -
- Strong verbal communication skills, including the ability to express oneself concisely and clearly using correct grammar.
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Strong written communication skills, including the ability to create, proofread, edit, and publish in the appropriate format requested outgoing correspondence.
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Ability to provide high attention to detail and focus on accuracy of work.
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Perform work in a self-directed manner with little or no supervision - Self-starter & takes initiative
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Strong interpersonal skills and adept at building relationship across teams
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Trusted to handle confidential and sensitive issues across the business. Exercises sound judgment and discretion in handling confidential information
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Supports the mission, vision, and values of United Way of Metropolitan Dallas
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Skilled in the Microsoft Office suite of products
KEY RESPONSIBILITIES include but are not limited to:
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Administrative Duties - Scheduling events and calendar Management - schedule CGO and CFO executives’ appointment calendar/schedule. Manage time for transition between meetings, travel, and uninterrupted work time.
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Preparation of meeting materials – attendees, itinerary, travel, and other logistics information.
- Notify executives and staff of deadlines to ensure timely submission of presentation materials are delivered and prepared for meetings.
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Prepare and format presentations, briefing materials, reports, letters, and other documents as requested. Assist with support and coordination of outgoing correspondence.
- Assist with preparation for governing board meetings.
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Maintaining effective systems and processes for document management
- Coordination of executive outreach in supporting Executive’s external relationships
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Attend meetings as requested. Transcribe and distribute meeting minutes.
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Timely processing of executive expenses - expense reports, credit card reconciliation, mileage, and toll reimbursements.
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Professional management of all calls, to include directing calls to other executives or staff members, as appropriate.
- Serve as liaison, at times, between various departments and executives supported to facilitate communication and requests.
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Ensure proper recording of important data on electronic filing system. Maintain organized files to enable easy retrieval of necessary documents.
REQUIREMENT
Education
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Required: Minimum 2-year Associate’s Degree or Administrative Professional Certification and 5 yrs. Executive Office work experience
- Desired: Master’s or Bachelor’s Degree with relevant business experience.
Experience
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Administrative office work and interactions in support of top level, upper management.
About United Way Metropolitan Dallas
At United Way, we believe in the power of unity and equity to create lasting change. We’re committed to strengthening education, income, and health – the building blocks of opportunity – in our community. And for nearly 100 years, North Texans who share this passion have joined with us to LIVE UNITED.
United Way of Metropolitan Dallas is fully committed to our employees offering engaging work and robust benefits. Our culture is one of inclusivity, collaboration, and employee engagement. We have a deep commitment to being a fully inclusive, multicultural, antiracist organization.
In service to our Dallas Community and our team, United Way of Metropolitan Dallas is fully committed to diversity in all aspects of our work and to becoming a fully inclusive, multicultural organization.