Executive Administrative Assistant

United Way of Greater Nashville

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Job Summary

The Executive Administrative Assistant (EAA) provides high-level administrative support to the CEO. The role also provides administrative support to the executive leadership team as needed. The EAA serves as a liaison to the board of trustees and committees of the board, organizes and coordinates executive outreach, manages multiple aspects of board-related meetings, and provides project management for special projects assigned by the CEO. This role also serves as a liaison to United Way Worldwide and to the network state association, United Ways of Tennessee.

The Executive Assistant must be attentive to detail and have excellent planning and organizational skills. The role requires the ability to provide deliverables and meet deadlines. The position requires excellent communication and people skills. This position works independently and must be proactive and self-starting while also maintaining the ability to work in teams as needed. The role requires confidentiality and understands the need for flexibility to accommodate changes to priorities and deadlines.

Job Responsibilities

Essential Functions: The following are indicative of the essential functions required to perform this job successfully.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  This profile is not intended to be all-inclusive of tasks and responsibilities required. Provided is a description of the critical responsibilities associated with this position.

• Point of contact: Serves as the primary point of contact for the CEO.
• Communications: Manages incoming CEO calls and written correspondence as requested.
• Calendar management: Manages CEO calendar and owns daily itinerary and any meeting deliverables, communications, or follow-up.
• Board liaison: Serves as Board liaison and supports board-related activities.
• Meeting coordination: Plans and manages logistics for meetings of the Board of Trustees and other related committee meetings including room set up, food, logistics, and technology needs. Drafts agendas, takes minutes, and manages any necessary follow up.
• Executive team support: Supports the executive leadership team with high-level administration, planning and execution of tasks as needed.
• Project management: Manages the status, timelines and execution of projects assigned by the CEO. Works with internal teams to provide updates.
• Travel management: Arranges travel plans and itineraries; provides meeting-related documents.
• File and document maintenance: Creates and/or maintains all corporate documents and those of the Board and its committees including accurate meeting minutes, resolutions, notices, email distribution lists, bylaws, and amendments. Manages production of up-to-date materials, such as the Board of Trustees Handbooks, and Board meeting packets.
• Financial management: Prepares purchase requisitions, expense reports, payment requests, monthly credit card reports for all executive team members, and other department forms, documents, and record keeping. Approves requests on behalf of and as authorized by the CEO.
• Collaboration: Collaborates with other administrative staff to ensure coordination of administrative support functions.
• Confidentiality: Maintains confidentiality of all corporate, personnel and Board related matters.

Qualifications

Bachelor’s degree (preferred) and a minimum of five (5) years experience with supporting and/or serving as an assistant to the Chief Executive Officer; project and Board management, including organizing Board and committee meetings and reporting on their activities. Degree requirements may be substituted with equal, relevant work experience in addition to the years of experience requirement. 

Key competencies:

• Excellent organizational skills with the ability to prioritize multiple tasks
• Excellent oral, writing, editing, grammatical, and research skills
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Attention to detail and accuracy
• Board management
• Project management
• Strategic thinking
• Problem solver; solutions-oriented
• Confidentiality and discretion
• Flexible, ability to adjust to change
• Proficiency in Windows, including MS Word, EXCEL, and PowerPoint

Environmental Conditions and Physical Demands:

• The employee must occasionally lift and/or move up to 30 pounds. The employee is required to stand, walk, climb, and balance.
• Employees will also spend time seated, working at a desk in front of a computer monitor, requiring manual dexterity sufficient to reach/handle items and work with hands.
• Employees will be provided with a well-lighted, heated, and/or air-conditioned indoor office setting.

Additional Information

Benefits

How to Apply

Please apply at https://www.unitedwaygreaternashville.org/careers/

United Way of Greater Nashville 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.

Details

• Date Posted: September 21, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Other
• Working Hours: M - F, ; 8:00-4:30- hybrid schedule