Job Description
Executive Assistant to the President & Chief Executive Officer at United Way Worldwide summary:
The Executive Assistant to the President & CEO provides high-level administrative support by managing scheduling, travel logistics, and content preparation to optimize the CEO's time and priorities. This role requires exceptional organizational skills, discretion, and the ability to coordinate with various stakeholders including executives, board members, and external partners. The assistant also supports event planning, communications, and problem-solving to ensure seamless executive operations in a fast-paced environment.
POSITION SUMMARY (Eligible for Hybrid/ 4 days in office, 1 day remote - Alexandria, VA) A true self-starter, UWW's Executive Assistant to the President & CEO engagements, directly manages and owns scheduling, travel support, content creation, and relationship management for our President & Chief Executive Officer ("CEO"). This experienced, seasoned professional must be adept at anticipating needs and initiating actions as issues arise and priorities shift. Our successful incumbent will be an agile, high-energy professional. They will bring exemplary organizational skills, near flawless attention to detail, the poise and discretion necessary to manage relationships at the highest level, and the agility and flexibility required to manage the affairs of a CEO with an extremely high volume of internal and external priorities.
KEY RESPONSIBILITIES/ESSENTIAL DUTIES OF POSITION An individual must be able to perform each essential duty listed below at a satisfactory level:
- Manage high-level relationships with a range of UWW stakeholders, to include United Way Network volunteers, and executives; national and worldwide nonprofit and corporate senior executives; high-level partners and donors, and UWW Board members; own the resolution of requests for and from the CEO as they relate to the CEO's time, positioning, and participation in various events, meetings, and trips.
- Develop and maintain protocols and processes for engaging CEO and securing appointments.
- Proactively oversee the strategic use of the CEO's time, seeking to maximize time directed toward activities aligned with the CEO's priorities and vision, and identifying potential opportunities for reframing or delegation of other inquiries;
- Identify and collaborate with content managers, producing and/or compiling final preparation/briefing materials for CEO.
- Ensure that all materials needed in preparation for a meeting or other engagement meet the standards for use by the CEO, often requiring editing of and working with staff on meeting objectives and requirements.
- Coordinate in detail the travel and logistical arrangements for all of the CEO's meetings and conferences. Research and reserve all travel arrangements including ground and air, secure all travel documents (visas, passports, etc.), and maintain vigilant availability to address / resolve travel issues or accommodate unplanned changes.
- Provide support to the CEO while on travel and limited support for staff traveling with CEO, to include logistical coordination and continual communication in real/appropriate time. May require travel on a case-by-case basis.
- Make recommendations to solve highly complex problems requiring research and information from multiple sources or advanced knowledge, in a thorough and timely manner. Such problem solving requires analysis and interpretation of widely varying situations, referencing a variety of policies, precedents, and past practices, and the creativity necessary to reach resolution through unique approaches. Achieve resolution through unique approaches and/or.
- Exercise discretion, integrity, and poise in dealing with a range of confidential or sensitive issues.
- Plan and/or project manage events that involve the CEO. This may require working with staff from various departments to develop the structure and execution of events in addition to the involvement of the CEO.
- Collaborate with the Communications staff within the Executive Office, and other staff across the organization, to ensure the development of such content as speeches, presentations, talking points, briefing documents, and other communications, to meet the objectives of the CEO's engagements. This requires an understanding of the goals of meetings and/or events and may necessitate independent research and content development to prepare the CEO for their role.
- Manage Executive Office operating remotely at national United Way conventions, to include providing support for attending Board members as needed.
- Participate in regular Executive Office Meetings; maintain updated trackers and folders and maintain superb organization of pending requests for the CEO's time.
- Demonstrate a clear and professional communication style both in written and verbal form.
- Other duties as assigned.
JOB REQUIREMENTS Minimum requirements include:
- High school diploma required; bachelor's degree preferred.
- Ten years of advanced level administrative experience in a similar role, including experience directly managing the calendar and travel needs of a senior executive.
- Strong skills in Microsoft Office suite, computer, and Internet research skills.
- Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Sensitivity to confidential matters required.
- Attention to detail is essential.
- The ideal candidate will have strong communication skills (written and verbal), and a clear ability to multi-task in a fast-paced environment.
- Ability to be responsive after hours (depending on the CEO's travel).
This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities and skills. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions of the job.
SALARY STATEMENT The budgeted lifespan salary range for this position is currently $130,000 to $140,000 per year. Salary is determined by several factors including applicant's knowledge, skills, experience, position, equity, and market.
ABOUT UNITED WAY WORLDWIDE United Way Worldwide seeks diverse, qualified professionals who want to make a difference in the world. If you are passionate about your work and desire to help others achieve enhanced education, income, and health, United Way Worldwide is the place for you.
United Way Worldwide is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, creed, disability, veteran status, marital status, age, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin or ancestry, genetic information, and other legally protected characteristics, in accordance with applicable laws. If you need a reasonable accommodation because of a disability for any part of the employment process, please e-mail and provide the nature of your request and your contact information.
We are a charter member of Employers of National Service and encourage AmeriCorps, Peace Corps, and other national service alumni to apply.
United Way Worldwide is located in Old Town Alexandria, VA. We offer competitive salary and excellent benefits including: health, dental, life, short-term and long-term disability, employee assistance program, 403(b) plan, tuition assistance, paid time off, family sick leave, medical appointment leave, parental/adoption leave, dress for your day, free parking, onsite gym, monthly volunteering opportunities, and more.
Keywords:
executive assistant, CEO support, executive scheduling, travel coordination, content creation, event planning, stakeholder management, confidentiality, administrative support, organizational skills
Job Tags
Full time, Temporary work, Remote work, Worldwide, Shift work,