Administrative Assistant

 

ORGANIZATION

United Way of Salt Lake (UWSL) is changing the way organizations, communities, schools, governments, and individuals work to fix complex social problems. Together, we can help every child and family succeed at school and life. UWSL’s workplace is fast-paced, friendly, adaptive, and grounded in our core values: relationships, continuous improvement, equity, and results. We offer competitive compensation including a comprehensive benefit package, generous paid time off, and flexible schedules. People with diverse backgrounds and abilities are encouraged to apply.  Join us in changing the world and giving everyone in our community the opportunity to live their best life. 

 POSITION 

The Administrative Assistant will perform a variety of administrative and clerical tasks for the Vice President of Collective Impact, assisting in daily calendar requests, special projects, and day to day support of the Collective Impact department. ? 
 
YOUR WORK WILL INCLUDE 

  1. Provide support and assistance to the VP of Collective Impact (VPCI) 
    1. Manage complex calendar, schedule internal and external meetings, prepare documents, respond to inquiries
    2. Ensure the VPCI is informed and prepared for important meetings
  2. Assist in the planning and execution of important department and committee meetings
    1. Meeting set-up and tear down, working with vendors as needed
    2. Scheduling, material preparation, recording meeting minutes, assigning follow-up tasks, preparing summaries or reports
  3. Facilitate and manage department administrative processes and operations as well as?interdepartmental communications to ensure support, alignment, and execution of requests and projects
  4. Coordinate?administrative?onboarding processes for new staff
  5. Coordinate departmental celebrations, recognitions, and other opportunities to support department morale and culture
  6. Coordinate conference related travel and accommodations for?VPCI and other staff (time permitting)
  7. Maintain department support and travel budgets; ensure accurate financial record keeping
  8. Provide technical assistance to the Collective Impact department through developing and encouraging best practices of technological tools
  9. Manage department relationship and contact tracking in customer relationship management (CRM) tool
  10. Performs other related duties as assigned by supervisory personnel. 

CORE COMPETENCIES

  • Ensures information is complete and accurate, follows up with others to ensure agreements and commitments have been fulfilled 
  • Plans and prioritizes work to meet commitments. Keeps information organized and accessible, manages time well. 
  • Ability to understand and adapt to different situations and dynamics effectively and quickly. Applies personal and professional experience, abilities, and resources to achieve goals.  
  • Demonstrates integrity, accountability, and efficient stewardship of UWSL resources and funds. 
  • Works to resolve conflicts and differences through dialogue and open communication - rebounds from setbacks and adversity when facing difficult situations.
  • Understands concepts of data processes and measurements. Willingness to learn and use new data systems and processes. 

MINIMUM REQUIREMENTS 

  • Associates degree or relevant, applicable experience
  • 2 years of professional experience assisting someone in a leadership position
  • Proficiency with Microsoft Suite (Outlook, Excel, Word, PowerPoint)
  • Experience with CRM and/or project management software a plus

PHYSICAL REQUIREMENTS

The team member 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 80% of the time.