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.