Administrative Assistant, Resource Development, Marketing & Comm

Job Description

Position: Administrative Assistant, Resource Development and Marketing & Communications (RDM)

Reports to: Senior Vice President & Chief Development Officer

Organization Summary: United Way of New York City (UWNYC) is a nonprofit mobilizing people and organizations to eradicate barriers and create opportunities that improve the lives of low-income New Yorkers. Part of the United Way Worldwide system, one of the world's most recognized charitable brands, we envision caring communities in which all individuals and families have access to quality education and the opportunity to lead healthy and financially secure lives. We strive to model our values in all our relationships, both internal and external: Collaboration, Compassion, Integrity, Accountability, and Superior Performance.

Position Description: The Administrative Assistant, Resource Development and Marketing & Communications (RDM) performs a variety of administrative duties that include taking direction as well as exercising independent judgment and initiative in support of both the Marketing & Communications and Resource Development departments. The ideal candidate will be organized, professional, and get satisfaction from anticipating the needs of the SVP and the departments they support. They recognize that the Admin role is essential to the success of our mission and take pride in pursuing administration as a career path.

Job Responsibilities:

Maintains calendars for the SVP, managing competing priorities efficiently and using judgment to make the appropriate adjustments as needed to optimize productivity and effectiveness.

Responds to emails, provides information and handles issues that require professionalism, sensitivity, and confidentiality.

Monitors requests for the SVP’s review, signature and follow up on documents to ensure deadlines are met.

Help prepare and edit correspondence, communications, presentations, and other documents on behalf of the RDM team.

Follow up and tracks internal and external action items on behalf of RDM leadership.

Meeting preparation: schedules participants, arranges building security clearance, reserves conference rooms, prepares materials for meetings, and ensures coverage for technology and catering needs.

Interfaces with high-level donors and their administrative assistants.

Manages the SVP’s expense reports using the Concur system.

Manages the Concur reconciliation for department credit cards.

Submits department invoices for payment using the invoice management system.

Assists with the identification, ordering, tracking and delivery of items for use at UWNYC events.

Maintains office supply inventory and messenger and shipping requests.

Manages departmental records retention function, ensuring that documents are appropriately filed, archived, or destroyed in accordance with organizational policy.

Assists senior staff members with planning and organizing departmental staff meetings.

Manages the ticket turnback (NFL account) football ticket donation.

Manages special projects upon request.

Skills, Knowledge and Experience:

A passion for UWNYC’s mission, vision, and accomplishments.

Bachelor's degree required.

2-3 years of experience supporting executives, preferably in a nonprofit organization

Proficient in Microsoft Office (Outlook, Word, Excel, SharePoint and PowerPoint), and Adobe Acrobat

Knowledge of Concur Solutions and donor databases a plus

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Very strong interpersonal skills and the ability to build relationships with stakeholders, including Staff, Board members, external partners, and donors

Strong understanding of customer service and the importance of timely response

Expert level written and verbal communication skills

Highly resourceful team-player, with the ability to also be extremely effective independently

Demonstrated ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Forward looking thinker, who actively seeks opportunities and proposes solutions

Key Competencies:

Mission Focused

Collaboration

Accountability

Relationship Oriented

Integrity

How to Apply:

Please send cover letter with salary requirements and resume to with the title "Administrative Assistant" in the subject line. No phone calls or faxes accepted.

United Way of New York City is an Equal Employment Opportunity Employer