Organization: United Way of the Midlands
Job Title: Executive Assistant – Marketing and Communications & Donor Engagement
Department: Marketing and Communications & Donor Engagement
FLSA Status: Full-time, Exempt
Location: Omaha, NE (onsite)
UWM’s Mission: To UNITE our community’s CARING SPIRIT to build a STRONGER tomorrow.
UWM Guiding Principles:
- Build TRUST in everything we do
- Extend GRACE by thinking beyond yourself
- Show GRIT by bringing it every day
- Be OPEN to embrace others’ differences
- Actively ENGAGE by listening and sharing
- Live CURIOUSLY to learn constantly
With a 100-year heritage of helping others, United Way of the Midlands (UWM) has evolved to meet the ever-changing needs in our community. We invest in more than 100 local nonprofit agencies and provide direct services, such as 211 and JAG Nebraska, to address social and economic disparities and meet community members’ essential needs. As needs have continually evolved over the years, we have focused resources and expanded the network of organizations we support – while also mobilizing people and resources in times of economic crisis, health emergencies, and natural disasters.
The Executive Assistant will provide high-level administrative support to allow the Senior Vice Presidents (SVPs) of Marketing and Communications and Donor Engagement to focus their efforts on leading their departments and United Way of the Midlands’ work. Acts as a liaison between the SVPs and department directors, volunteer committees, community stakeholders and vendors. Performs varied administrative duties for the SVPs and their departments. Demonstrates excellent interpersonal skills and the ability to work well with outside constituents, key volunteers and donors, vendors and internal stakeholders. Practices sensitivity and confidentiality when working with partner organizations, donors and team members. Is an integral member of both departments by handling information and event requests, organizing mailings, managing meeting requests, handling meeting needs, items, information, etc. and invoicing and bills. Performs administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and taking minutes.
Duties and Responsibilities:
General:
- Completes projects and special assignments for the SVPs.
- Provides support to both teams by managing and maintaining schedules, appointments and travel arrangements.
- Works with SVPs to develop and monitor departmental budgets.
- Works with other Executive Assistants in a collaborative manner to support senior leadership and the organization.
- Arranges and coordinates internal and external meetings and events including cabinet, committees and affinity groups and ensuring meeting materials are handled, set up and take minutes.
- Driving is an essential function of this position. May need to run errands and pick up Marketing materials or campaign materials for Donor Engagement.
- Reviews and prepares departmental invoices and purchase orders for approval.
- Responsible for ordering all supplies for department staff/needs, meetings and events.
- Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
- Receives and interacts with incoming visitors, represents both departments in a positive and professional way.
- Opens, sorts, and distributes incoming correspondence, including faxes and e-mail.
- Composes routine and confidential correspondence. Verifies reports and correspondence for accuracy with respect to information provided, punctuation, grammar, spelling and layout.
- Supports other Executive Assistants, including the front desk.
- Performs other duties as assigned.
Marketing and Communications:
- Assists SVP – Marketing and Communications with the Emerging Leaders affinity group for steering committee meetings, events, requests, etc.
- Assists MarCom department with tracking RSVPs for events.
- Assists with mailings, as needed, including mail merging lists into letters, facilitating signature of letters and mailing.
- Assists with gift packaging and mailing, as needed.
- Helps with events, as needed.
- Assists SVPs with board committee meetings, scheduling, minutes and coordinating any followups.
Donor Engagement:
- Assists Donor Engagement with the Women United/TWIA affinity groups for steering committee meetings, events, requests, etc.
- Designs and creates reports from Andar CRM system and work with Directors of Corporate Relations.
- Assists with donor and prospect mailings, as needed, including mail merging lists into letters, facilitating signature of letters and mailing.
- Assists SVPs and Senior Directors with coordination of multiple engagements and events through Donor Engagement acquisition, retention and expansion strategies
- Creates and documents processes to assist in organization, improvement and systematic tracking of department work and strategic planning
- Completes daily searches of Omaha obituaries. Removes matches from Andar Database.
- Assists SVP – Donor Engagement with the Campaign and Tocqueville committee meetings, schedules, minutes, etc.
Required Skills and Abilities:
- High level of professionalism, confidentiality and capacity to work independently
- Attention to detail and superior organizational skills
- Strong communication and customer support skills
- Ability to be resourceful and tech savvy
- Demonstrated ability to multi-task and to thrive in a fast-paced environment
- Computer fluency with word processing, spreadsheets, Outlook email/calendars, Teams and database applications
- Excellent interpersonal skills
- Must have a valid driver’s license and will be required to run departmental errands
Supervisory Responsibilities:
This job has no supervisory responsibility.
Education and/or Experience:
- Bachelor's degree from four-year College or university
- A minimum of five years related experience as an Executive Assistant
- Nonprofit experience preferred
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Regularly reach with hands and arms and talk or hear.
- Occasionally required to walk; climb or balance and stoop, kneel, crouch, or crawl.
- Must occasionally lift and/or move up to 30 pounds.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually moderate.
Benefits:
- Shared health, dental and vision insurance
- Generous 401(k) Retirement plan
- Paid vacation and sick time
- Employer paid life and disability insurance
- Professional development assistance
- Tuition reimbursement
How to Apply:
Please submit your cover letter and resume to resume@UWMidlands.org
United Way of the Midlands 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.