United Way
of Massachusetts Bay
and Merrimack Valley

Posted on May 24, 2017

Executive Assistant to the Chief Administrative Officer – Boston, MA

POSITION TITLE: Executive Assistant to the Chief Administrative Officer
DIVISION: Administration & Finance
REPORTS TO: Chief Administrative Officer
STATUS/LOCATION: Full-time, Exempt, Boston office

POSITION OVERVIEW:

The Executive Assistant works as an integral member of Administration & Finance (A&F) division to support the advancement of organizational, team and division goals. This position requires strong administrative skills; ability to take initiative; operate in a highly professional manner; experience interacting with senior level management staff, board members and donors; ability to handle confidential information with discretion; and proven follow up skills to ensure successful and timely completion of projects.

RESPONSIBILITIES:

Provide administrative support to Chief Administrative Officer (CAO) and his staff and coordinate the work of related committees.
Support the CAO and his staff in his duties as assigned including, but not limited to, activities related to Administration & Finance Division/departments and work being done in multiple regional offices. Coordinate annual calendar for meetings. Prepare Board resolutions as applicable. Prepare and distribute support materials for Committee meetings and mailings to committees (Investment, Administration & Finance, and Audit Committees). Monitor attendance plans of committee members. Work directly with A&F staff members to facilitate committee and other meetings including the timely development/refinement of meeting materials, such as PowerPoint or other appropriate presentation materials. Coordinate room reservations and catering as needed. Attend meetings and take minutes. Manage any follow-up required.

Manage high level administrative operations for the CAO and A&F division.
Play a lead role in the planning and execution of senior level meetings, taskforces, and related A&F initiatives. Coordinate A&F Division-wide staff meeting. Coordinate annual conflict of interest reporting. Open and log in checks received. File Annual Report for the Secretary of State. Enter contracts into Great Plains accounting system. Prepare requisitions for blanket purchase orders at start of new fiscal year. Act as back-up for purchase order entry and receiving purchase orders for payment. Order office supplies for A&F and business cards for the company. Maintain Staples on-line ordering and train new users. Coordinate A&F’s monthly newsletter, “Living Connected. Act as point of contact for A&F division and handoff tasks/issues to other staff members as needed.

Manage the schedule and calendar for CAO. Coordinate meetings and maintain filing system. Be proactive in organizing meeting materials and travel needs.
Maintain calendar (using Google Gmail/Calendar tools) for CAO. Schedule internal and external meetings. Coordinate meeting requests, room reservations, video equipment, phone bridges, webinars, go-to-meetings, Meeting Wizard, and other meeting provisions as needed. Arrange for catering as required. Prepare and send meeting announcements and agendas; contact attendees for confirmation; arrange for building passes; and escort guests. Assist with post-meeting follow up, including restoring conference rooms to previous good order. Schedule and manage travel arrangements. Serve as staff liaison to keep schedules on track. Create and maintain files. Work with appropriate staff in determining and delivering pre-meeting briefings and supporting documentation.

Manage daily communications for CAO.
Draft correspondence. Answer telephones. Screen calls and in-person communications as needed, based on judgment and discretion. Resolve calls and requests quickly. Engage other staff as needed to answer relevant questions and resolve issues.

Project and Special Engagement Management.
Coordinate external engagements for the CAO, including assisting in the drafting of remarks and the production of support materials such as slides and videos. Assist in the development and coordination of special project timelines. Track and maintain project timelines, data and activities. Initiate follow-up activities to ensure timely completion of projects.

Other responsibilities as needed, including serving as intra-Division liaison.
Examples of liaison responsibilities may include acting as primary contact for particular teams addressing inquiries from internal and external customers; overseeing the greeting of visitors, delivering materials or refreshments as needed for meetings; working on organization-wide events and efforts. Update UWMB Planning Calendar for committee meetings and other events within the A&F scope.

All other duties as assigned by the Chief Administrative Officer.

REQUIREMENTS:

  • Bachelor’s degree required.
  • Minimum 5 years experience providing administrative support at the executive level with a proven track record, or 5 years of project management.
  • Professional manner, with sound judgment and discretion in handling confidential information essential.
  • Excellent written and oral communication skills. Ability to compose proper business correspondence, meeting minutes and other materials.
  • Ability to initiate tasks, be creative in problem-solving and very diplomatic in personal and phone communication.
  • Proven follow-up skills to ensure successful and timely completion of projects.
  • Ability to manage details, anticipate needs and maintain high standards of excellence.
  • Proficiency in Microsoft Office environment: Word, Excel, PowerPoint and Outlook required.
  • Knowledge of Google Gmail/calendar tools helpful. PowerPoint expertise is critical.
  • Knowledge of Microsoft Office suite; including PowerPoint.
  • Ability to manage and prioritize multiple tasks and work independently.
  • Ability to work as part of a team and support multiple staff members as necessary.
  • Ability to develop good relationships with all staff.
  • Willingness to learn and become “part of the team”.
  • Ability to work across multiple divisions ensuring that the organization’s goals and interests remain paramount.
  • Proven ability to take initiative, be resourceful, and be willing to take direction.
  • Self-confidence, assertiveness and composure under stress required.
  • Commitment to excellence and the United Way Mission.

QUALIFIED APPLICANTS PLEASE SEND RESUME AND COVER LETTER TO:

United Way of Massachusetts Bay
Human Resources Coordinator
51 Sleeper Street, Boston, MA 02210
email: humanresources@unitedwaymassbay.org

United Way of Massachusetts Bay and Merrimack Valley is committed to hiring
individuals who reflect the diversity of the communities it serves.