Community Impact Administrative Assistant & Receptionist

Provides administrative and operational support for Chief Program and Policy Officer, Community Impact Directors, and the Community Impact team. In addition to scheduling and coordinating in-person and virtual meetings and supporting internal and cross-departmental communications, the Community Impact Administrative Assistant will support the Community Impact team with processing contracts, check requests, and invoices. Other administrative tasks and special projects as assigned, including creating a positive first impression of the United Way for visitors and callers.  A primary goal of this position is to make guests feel comfortable and valued while in our office.

Essential Functions  

Communications, General Office, and Meeting Support 

• Schedule appointments/meetings, maintain calendars and contact lists.  
• Responsible for travel and conference arrangement if requested. 
• Prepare letters/correspondence as needed. 
• Support CI financial tasks, including invoices, coding, expense tracking and credit card purchases and reconciliation.
• Complete research as needed and generally serve as resource. 
• Call to attention tasks, phone calls and other commitments 
• Schedule and attend all staff and/or related committee meetings, prepare and distribute agendas and other meeting materials and track follow-up with appropriate parties. Take meeting notes/minutes as requested. 
• Support the Impact Cabinet by making meeting arrangements, developing agenda & support documents, taking meeting minutes, and communicating information in consultation with volunteer executives hosting the meeting and the Chief Program and Policy Officer. 
• Distribute Community Impact external communications, ensuring that all materials are accurate and error free. 
• Assist with outgoing mail and mailings

Additional Functions

• Serve as the office receptionist including
  • Review the Organization’s Meeting Room Calendars for awareness of scheduled meetings and expected external visitors.
  • Serve as the initial point of contact for external visitors.
  • Greet, screen, and assist visitors upon arrival at the office.
  • Sort and distribute organization mail.
  • Prepare daily check log, electronically deposit checks, and verify deposits.
  • Answer and redirect incoming phone calls to United Way of Southwestern PA’s main phone line.

Education and Experience 

• Required
  • High school diploma or GED required; associate degree preferred 
• Preferred
  • At least three years of experience in general office responsibilities and procedures 

Annual Salary 

• Pay Grade 102
• Salary Range $34,608 - $40,685

Knowledge, Skills, and Abilities  

• Experience and proficiency with Microsoft Suite, including SharePoint, Outlook, and Teams in addition to Word and Excel; and willing and able to learn new software as needed. 
• Demonstrated ability to thrive in a fast-paced environment, and to use independent judgment to plan, prioritize and organize diversified workload.  
• Excellent organizational, interpersonal & customer service skills
• Must display a professional demeanor and must be able to work effectively and tactfully with diverse groups of people.
• Excellent written and verbal communication skills
• Proofreading and problem-solving skills
• Must be self-motivated, work well under pressure, and manage multiple tasks
• Ability to prioritize workload according to existing schedules and deadlines
• Experience managing virtual events and meetings across multiple platforms 

Physical Demands

• Sedentary  Exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time but may involve walking or standing for brief periods of time. 

Travel Requirements

• No travel required

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change; new ones may be assigned at any time with or without notice.