Charitable Advisors LLC
  • 18-Sep-2017 to 17-Oct-2017
  • - United Way of Central Indiana
  • Indianapolis, IN, USA
  • Mid to upper $40’s
  • Full Time
  • Complete Benefits Package Available

United Way of Central Indiana recognizes that the key to success is a strong and cohesive team that works through shared values to achieve our mission. The Executive Assistant will provide oversight for the administrative details of the Chief Community Impact Officer, including calendar, and workload management.  Professional and regular interaction with external donors, corporate leaders and volunteers is essential, as well as managing their internal relationships. 

Position Duties & Responsibilities
The following statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. 
• Schedule appointments and manage the Chief Community Impact Officer's (CCIO) schedule, including daily meeting preparation and follow-up.
• Coordinate and communicate travel for CCIO and CI team including flights, hotels, registrations and other transportation.
• Responsible for review, creation and submission of expense reports within established timelines.
• Manage the workload required for CCIO to ensure timely and accurate delivery of work projects.
• Provide additional administrative support for the CI team such as processing daily mail; assisting with routine correspondence; screening, prioritizing and routing telephone calls and other requests for information; greeting guests and maintaining contacts and support on special projects and presentations.
• Maintain and track the credit card and purchases of the CCIO; reconcile statements with accounting monthly for Community Impact Department.
• Monitor and follow-up on administrative details for the CCIO including signature review and time sheets.
• Proofread letters, documents and other materials as requested per UWCI standards.
• Develop power point presentations and electronic documents for the CCIO for internal and external speaking engagements.
• Reconciliation of invoices, invoice processing and payment in coordination with finance/accounts payable.

Position Duties & Responsibilities
• Coordinate Community Impact team meetings, prepare agendas, materials, track RSVPs and logistics along with other internal meetings.
• Draft correspondence and minutes for the CCIO. Arrange meetings for assigned committees
such as Community Impact, including providing for rooms, nametags, meals/refreshments, registration, notices and materials.
• Maintain accurate department records of team members attendance/absences, vacation days and other leaves as appropriate.
• Maintain shared CI files on the public and secure drives.
• Troubleshoot and field general requests from team members.
• Provide customer service in a courteous and professional manner including, greeting and directing visitors, taking and delivering phone or visitor messages and providing information or routing call to appropriate staff.  
• Prioritize and organize diversified workload and assignments while exercising sound judgement; may recommend changes in current office practices and procedures.
• Conserve executive's time by appropriately reading, researching and routing both routine and confidential correspondence.
• Act as primary point of contact between executive and internal/external clients.  
• Maintain a confidential and professional manner always.
• Performs special assignments and other work, on an as-needed basis.

Qualifications
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily and be present in the office while performing those functions. The requirements listed are representative of the basic knowledge, skills, and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The individual in this role must display the highest level of integrity and confidentiality. United Way also values innovative thinking, and a successful candidate will be a self-starter who can work within the team to achieve goals and objectives.  The individual should have effective communication skills, attention to detail and organization, and flexibility and adaptability. The individual will also maintain knowledge of trends in his/her area of responsibility and reviews literature to understand key issues.

Education and/or Experience
Bachelor's degree preferred with/or at least five years of progressive experience working in an executive support environment.  Must be computer proficient and detail oriented.  Effective time management skills are essential with the ability to multi-task with a team approach.  Must be able to meet weekly processing deadlines. Organizational and interpersonal skills are critical to this position. 
Work experience may substitute for education requirements on a case by case basis.

Physical Demands
The physical demands described here are general representations of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, talk, and hear. The employee frequently is required to use hands to touch and handle objects. The employee frequently stands or walks.
• The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Office setting, with sustained use of a computer.
• The noise level in the work environment is minimal to moderate.
• Maintains personal/professional competency and works to create an environment of courtesy, respect, enthusiasm, and a positive attitude in all interactions both internal and external to the organization.

Core Competencies
United Way of Central Indiana's team is evaluated on the following core competencies:
• Courage
• Accountability
• Respect
• Excellence
• Thinking Strategically
• Stakeholder Experience
• Effective Communication

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