Executive Assistant To The President & Ceo

United Way of Greater Cleveland is a “Flexible First” organization. “Flexible First” means that we embrace a hybrid model that allows employees to work both remotely and at our existing office. Employees will regularly work at our existing office for approximately 10 to 80 percent of their time each month based on business/operational needs, and the rest of the time they may work from a remote physical location of their choice within a reasonable commuting distance from the office which must be identified to the organization in advance. Human Resources and Hiring Manager will set expectations on the employee’s preferred time in office with consideration to business/operational needs. UWGC has not defined a reasonable distance, and expects employees will use judgment in determining this for themselves and understand the implications re: time commitment and cost of daily commute.

**Proof of COVID-19 vaccination will be required for employment. Accommodations for medical and religious purposes under Federal Law will be considered.

Purpose of Position:

Reporting directly to the President & CEO, the Executive Assistant provides high-level content and program management of all engagements including complex calendar and travel management scheduling and support to the President & CEO. Performs complex and diverse duties including preparing correspondences, recording, tracking, and responding to incoming requests (including telephone calls), prioritizing meeting coordination and conference/event arrangements, as well as confidential meeting minutes and action items in a well-organized and timely manner in support of the President & CEO.

The incumbent must be able to anticipate and initiate key administrative functions, logistical support, and actions regarding office operations requiring in-depth knowledge of the organization and other departments, resulting in thoughtful resolution of issues in highly varied situations by taking initiative, anticipating needs, and ensuring consistent high-quality results.

The Executive Assistant must have the ability to work independently on projects from conception to completion; be able to interact with all levels of staff and volunteers in a fast-paced environment, sometimes under pressure, remaining flexible, proactive and with a high level of professionalism and confidentiality.

The successful candidate will have at least 4 years of related experience, excellent communication skills, as well as excellent writing and grammatical skills along with an ability to effectively proofread and edit. It is necessary for candidates to have the ability to prioritize the current agenda and anticipate future responsibilities. This position must have a proactive and positive attitude and requires the ability to act promptly and follow through in response to requests.

Full Time / Exempt

Salary range $59,167.78 - $88,751.13

Monday - Friday

8:30am - 5:00pm., hybrid

Duties and Responsibilities:

Essential Job Functions/Key Accountabilities:

• Provide sophisticated calendar management for CEO. Prioritize inquiries (related to the CEO’s goals) while troubleshooting conflicts. Make judgements and recommendations that ensure optimal use of the CEO’s time.
• Keep the CEO well-informed of all upcoming meetings and responsibilities. Ensure that all necessary materials, files, and agendas are included on her calendar. Reach out to appropriate staff if materials are needed prior to meetings. Confirm all engagements on her calendar.
• Coordinate in detail the logistical arrangements for all conferences and manage all aspects of the CEO’s travel arrangements.
• Execute and continually refine protocols and processes for engaging CEO and securing appointments.

• Coordinate briefing materials, information flow, and contract signage assisting the Senior Director, Executive Administration with managing correspondence for the Executive Office.
• Maintain strong working relationships with key board members, internal and external constituencies.
• Maintain internal and external contacts and email distribution lists.
• Prepare thank you acknowledgements and follow-up correspondences for meetings and events.
• Prepare and review outgoing correspondences for grammar, correctness, completeness, and ensure that appropriate material is attached for internal or external distribution.
• Attend executive meetings to prepare minutes/summaries, capture action items and next steps, as needed.
• Assist in the preparation and coordination of Board of Directors and committee meetings, including assembling materials and ensuring timely distribution.
• Assist with maintaining board and executive committee relations in a respectful manner, including but not limited to email communications, written communications, scheduling meetings and events, preparing thank you note cards, board portal assistance, etc.
  • Provide hospitality to guests and help to create a welcoming environment.
  • Manage all aspects of special projects as assigned.
  • Contribute to the team's vision and goals by accomplishing related results.
  • Possess initiative and willingness to take on responsibilities beyond the scope of job description.
    
    
  • Other Duties
  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
    Qualifications
    Required Education and Experience:
    
    • Bachelor’s degree preferred, or commensurate experience.
    • 4 to 7 years of progressively complex administrative and scheduling experience – preferably supporting senior management or C-level executive(s) in a non-profit setting.
    • Specialized Knowledge, Skills & Abilities (KSA)
    • Proven experience prioritizing and decision making with respect to scheduling and scheduling changes.
    • Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as G-suite. Also proficient with productivity tools (like monday.com) and CRMs for relationship management.
    • Understand how AI works and how it can be effectively used to increase productivity.
    • Proven interpersonal skills and experience providing complex administrative support in a high-profile environment with courtesy, professionalism, diplomacy, efficiency, and confidentiality.
    • Excellent verbal and written communication skills, including grammar, spelling and composition are necessary.
    • Very strong organizational skills, time-management skills, and analytical abilities.
    • Well-organized and detail oriented.
    • Strong interpersonal skills and a positive attitude.
    • Extremely proactive, experience working in a stressful and fast-paced environment.
    • Works under minimal supervision; can set own work sequence and pace within process limitations, as well as a self-starter who will be to take direction and feedback from supervisor, as needed.
    • Ability to effectively manage and prioritize multiple tasks and work under competing priorities.
    • Proficient use of standard office equipment such as printers, copiers, faxes and scanners etc.
    • Flexibility, creativity, and ability to work with a variety of personalities and constituencies to meet the demands of the role.
    • Ability to serve as a trusted member of an essential team, with the ability to effectively communicate and enhance the productivity of the Executive Office.
      
      
      
    • Work Environment/Physical Demands (if any):
      
    • The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential job functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
    
    Working conditions are normal for an office environment which includes but not limited to the following:
    • Some local travel/occasional overnight travel
    • Ability and means to travel on a flexible schedule as needed.
    • Occasionally required to stand, walk, sit, use hands to fingers, handle or feel objects, utilize tools or controls, reach with hands and arms, talk, and hear.
    • Employees may need to occasionally lift up to 25 lbs.
    • The noise level in the work environment is usually minimal.
      
    • UWGC is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, creed, disability, veteran status, advanced education, marital status, age, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin or ancestry, genetic information, and other legally protected characteristics, in accordance with applicable laws. The EEO is the Law poster is available here.