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Office Specialist & Executive Assistant

Reports To: Director of Operations

 

The Office Specialist and Executive Assistant (OSEA) will provide a wide range of office duties and executive-level support  to ensure seamless and professional operation of the UWNU office. The OSEA must be proactive and comfortable working independently, under pressure with composure and professionalism, and handle a wide variety of activities and confidential matters with discretion.

 

Key Responsibilities:

FRONT DESK

●      Answer phone calls and greet people visiting United Way office

●      Schedule usage of office meeting spaces

●      Sort incoming mail and process outgoing mail

●      Attend to minor issues regarding United Way facility/tenants

●      Submitting orders for office supplies and other materials 

●      Post job openings and coordinate job interview schedules for hiring managers

●      Support staff with resolving  top ten frequently asked IT questions

●      Send all staff emails, reminders, and calendared events

●      Coordinate recognition of internal and external staff/stakeholders for matters such as births, deaths, retirements, etc.

 

EXECUTIVE SUPPORT

●      Schedule, coordinate, and oversee a wide variety of internal and external meetings, both on and off-site, including room setup, telephone/web conferencing and other logistics.

●      Prepare and distribute  presentation and meeting materials (agendas, scripts and PowerPoint presentations), acknowledgement letters, personal correspondence, etc.

●      Arrange, against a travel budget, travel schedules and reservations as needed for members of the senior management team

●      Other special projects or duties as assigned

●      Follow-up on contacts made by the CEO, Director of Operations, and Director of Resource Development to support the cultivation of ongoing relationships

●      Edit and complete first drafts for written communications to external stakeholders

 

BOARD SUPPORT

●      Serve as senior management team’s  administrative liaison to board of directors

●      Prepare and disseminate in a timely manner agendas, handouts, and minutes

●      Recording of minutes and advance distribution of materials before meetings.

●      Keep current and historical records of all legally required minutes, policies, etc.

 

Requirements:

●      Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

●      Forward thinking - proactively propose opportunities (anticipate needs) and solutions to improve executive office operations

●      Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

●      Proven ability to manage calendars and coordinate executive-level meetings

●      Strong written and verbal communication skills; proven ability to create and edit content

●      Exceptional interpersonal skills and the ability to build relationships with stakeholders including staff, board members, external partners and donors. Emotional maturity.

●      Demonstrated ability to problem solve with strong decision-making abilities

●      Proven ability to handle confidential information with discretion, be adaptable to various

competing demands, and demonstrate the highest level of service and response

●      Proven ability to work well under pressure position while maintaining composure, confidence and professional demeanor

●      Flexibility in workday; be able to occasionally work early mornings and evenings

●      Resourceful, ability to work independently and collaborate on cross-functional teams

 

Qualifications

●      Minimum 3-5 years of experience providing administrative support at the executive level with increasing responsibility

●      Basic understanding of IT systems and experience troubleshooting general IT issues

●      Experience using Google Suite and Microsoft Office software and other internet tools such as web conferencing software, etc. and social media

●      Associate’s degree or Bachelor’s degree preferred

 

Physical Requirements

The employee is regularly required to communicate clearly, and exchange accurate information

interpersonally or through communication devices. Must be able to learn new systems and procedures, prepare and analyze data and figures; constantly operate a computer and other standard office machinery. The position requires occasional movement throughout the office to access files, papers, or move supplies weighing up to 25lbs. Must be able to remain in a stationary position 75% of the time.

 

How to Apply: Email a cover letter and resume to Mitchell McBride, mmcbride@uwnu.org

Salary Range: Competitive - based on experience and qualifications ($34,000 - $40,000) with competitive benefits package (health, dental, and 403B match of up to 10% after one year of employment)

Hours: Full-time non-exempt

Location: Ogden, UT

Closing Date: November 7th

About United Way of Northern Utah: United Way of Northern Utah is a 501(c)(3) non-profit organization, which serves Weber, Box Elder, and Morgan counties. Its mission is to unite people and organizations to build a healthy, stable, and well-educated community where individuals, families, and neighborhoods thrive. Website: http://www.uwnu.org

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