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Executive Coordinator 🔥


UWCA is the state association for local, independent United

Ways throughout the state of California. Together they raise over $200 million

a year in charitable gifts to support our local initiatives that address

important community issues. Our main issue areas are Health, Education and

Income. United Ways of California works with local United Ways, members of the

state and federal government, as well as partners and constituents throughout

the State, to achieve our shared goals for the people of California.

Mission:

United Ways of California seeks to build a stronger

California by enhancing and coordinating the public policy efforts of

California United Way organizations at the state and regional levels and

improving the effectiveness of local United Ways.

Reports To:

The Executive Coordinator reports to the President/CEO, with

additional report responsibility to the department directors.

Position Summary:

The Executive Coordinator provides a wide variety of skilled

administrative and clerical support for chief executive, directors or other

senior management staff. Responsibilities involve exposure to sensitive

information and require considerable use of tact, diplomacy, discretion and

judgment. Provides primary staff support to the President and department leads

and is responsible for providing high-level administrative support on reports,

communications, research, meeting planning for the President and department

leads.

Major Responsibilities and Duties:

Programmatic/Administrative

·       Manage calendars of the CEO and department leads, including scheduling their appointments (external and internal) and proactively working with staff to ensure that they are fully prepared with

talking points, collateral materials, and travel directions prior to engagements

·       Set up and support meetings and events, including quarterly board meetings, four statewide member events annually (see below), weekly and quarterly all-staff meetings

·       Answer CEO's calls and respond to inquiries, demonstrating resourcefulness and knowledge of the organization

·       Assist the CEO in support of the volunteer Board of Directors, including maintaining up-to-date information on the Board members, answering their inquiries, sending them communications, and internal recordkeeping, in addition to meeting/event support mentioned below

·       Draft routine correspondence and finalize with accuracy

·       Assist staff with communication to legislative offices and other stakeholders including letters of support, request for meetings, e-news updates

·       Generate and edit letters and departmental materials for accuracy

·       Maintain UWCA files on Dropbox, Salesforce files in a systematic way to provide easy access for all staff

·       Order and track supplies

·       Maintain, organize and secure organizational files and documents

·       Mail checks, reimbursements and other UWCA correspondence and materials, as necessary

·       Perform other duties as assigned

Database Maintenance

·       Maintain UWCA resources, including membership and contact database, master calendar, meeting related materials, and other working documents, in a permanent corporate records filing system. This requires information management in UWCA's Salesforce relational database, Google Apps, Dropbox, Excel, Word, and Slack intranet systems

·       Maintain mailing/database lists (electronic and other). Ensure all members are receiving UWCA communications

Member Support

·       Answer inquires from United Way members and external partners in a timely basis. This includes local United Ways, UWCA Board members and volunteers.

Meeting and Events Management

·       Provide all scheduling, coordination and logistical support for UWCA's internal and external in person, phone or webinar meetings, special events including assisting with agenda planning, logistics (site procurement, invitation preparation, RSVP tracking, promotion, catering and guest services), and other duties as needed.

·       Coordinate meeting agendas and materials as well as providing appropriate follow-up (minutes, next steps, etc.

·       Staff UWCA meetings, including coordinating with outside participants, drafting publications/letters, preparing meeting summaries and packets

·       Print and prepare events for UWCA and 2-1-1 CA meetings and events

·       Process on-site and online registrations and payments

Communication

·       Be first resource to local United Ways seeking information and materials on UWCA activities.

·       Website: assist with website maintenance to ensure timely posting of relevant information.

Personnel / Human Resources

·       Process new employee paperwork according to UWCA policies and state law

·       Ensure all time sheets are collected from employees and submitted to payroll service on bi-monthly schedule.

·       Process changes in employee status, annual review paperwork, and submit necessary changes to payroll service and accountant

·       Monitor benefit program and ensure employees are enrolled and receive information of changes and status on time.

Research

·       Read updates and materials from partner organizations, summarize and send as appropriate to UWCA staff members and regional public policy team.

·       Conduct surveys of and research on local United Ways as needed

Qualifications / Skills / Abilities:

·       Minimum three-years demonstrated work experience directly supporting senior-level executives and providing administrative, management and fiscal support for a non-profit organization or related position

·       BA/BS degree a plu

·       Demonstrated strong organizational and administrative skills

·       Demonstrated excellent judgment and interpersonal skills

·       Excellent oral and written communication skills

·       Demonstrated ability to work in a largely "virtual" office environment and independently to accomplish high volume workload

·       Proficiency in Microsoft Office software programs (Excel, PowerPoint, Word, database entry)

·       Demonstrated ability with above applications and web-based programs.

·       Experience with website content management, copywriting and image resizing desired.

·       Experience in or understanding of state and federal public policy preferred

·       Ability to travel in California a few times per year. Proximity to Pasadena-Los Angeles area is preferred.

·       Valid CA driver's license

Time:

Full-time

Salary & Benefits:

A competitive salary commensurate with experience and education will be offered to the successful candidate. Benefits include health and dental insurance, retirement contribution (after one year of employment), vacation and sick leave.

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