Title: Administrative Support Manager Group/Team: Administration
Manager
Reports To: President and CEO Status: Full-Time

Category: FLSA Exempt

Classification:

POSITION SUMMARY

The Administrative Support Manager serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President & CEO. The Administrative Support Manager serves as the primary liaison to the Board of Trustees and coordinates executive outreach and external relations efforts, human resources, and oversees special projects.

Reporting directly to the President & CEO, the Administrative Support Manager provides executive, administrative, and development support to the President & CEO and Board of Trustees, as well as the entire United Way of Cass-Clay team.

KEY RESPONSIBILITIES/ESSENTIAL DUTIES OF POSITION

Executive Support

• Assists the President & CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
• Strategically manages the President & CEO's time and calendar by exercising discretion and decision-making while sorting and filtering requests while ensuring strategic priorities are met in a timely manner. Keep the CEO on schedule by providing prompts.
• Communicates directly and on behalf of the President & CEO with Board members, donors, and others on matters related to programmatic initiatives as directed.
• Communicates with the United Way team on the President & CEO’s behalf and coordinates logistics with high-level meetings both internally and externally.

Board Support and Liaison

• Serves as the President & CEO’s administrative liaison to the Board of Trustees. Manages Board activities, which include coordinating Board meetings, annual Board and United Way Leadership Team retreat, socials, and new Board member orientations. Manages travel itineraries for Board travel and reimbursement requests.
• Responsible for compiling, assembling, and distributing monthly Board and Committee meeting materials.
• Research potential Board members for President & CEO and Governance Committee.
• Coordinates Executive, Governance and Ad Hoc Committee meetings, maintains confidential files and contact information, coordinates meetings, conferences, and committees both on and off site to support the President & CEO’s agenda.

Administration and Human Resources Support

• Leads administrative external Human Resource processes for organization including recruiting support, interview scheduling, and facilitating onboarding experience.
• Leads Employee Committee, managing team picnic, milestones, and birthday recognition.
• Coordinates all United Way policy updates, communication, and attestations.
• Manages Room Usage requests and provides technology support in meeting spaces.
• Responsible for the daily operations of office and facility management including managing vendor contracts for the facility, ordering supplies, opening mail, and ensuring office equipment is functioning at the highest level of efficiency in conjunction with service providers (i.e., copier, telephone system, postage equipment).
• Answers phones and greets building visitors to provide a positive experience.

JOB REQUIREMENTS

Minimum requirements include:

Education and Experience

• Bachelor’s degree in relevant field or at least four years equivalent experience.

Knowledge, Skills and Abilities

• Ability to communicate effectively and articulately in writing and speaking
• Ability to proactively work independently
• Ability to maintain confidentiality of classified information
• Consistent delivery of exemplary customer service and communication to a diverse audience in all donor, volunteer, and team interactions
• Demonstrated organizational skills, attention to detail, and ability to manage multiple projects simultaneously with deadlines in a fast-paced environment
• Knowledge of MS Office Suite and willingness to adapt and utilize innovative technology platforms; Asana project management software experience a plus
• Good vision, speech, and hearing acuity (with glasses and speaking/hearing aids if necessary)
• Physical exertion includes bending, pushing, standing, and walking
• Must be able to move or lift approximately 25 pounds occasionally
• Ability to work outside of an office environment and travel to appointments
• Valid driver’s license and access to reliable transportation

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as 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.

COMPETENCIES

An individual must be able to demonstrate the following competencies at a satisfactory level:

Personal Leadership – This competency reflects the individual’s ability to demonstrate credibility and show flexibility.
Thought Leadership – This competency reflects the individual’s ability to understand and resolve issues and think broadly.

People Leadership – This competency reflects the individual’s ability to share information, collaborate as a team member, and establish relationships.
Results Leadership – This competency reflects the individual’s ability to seek donor satisfaction, execute departmental plans, manage work effectively, show initiative and commitment, and improve processes.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person