executive assistant

Executive Assistant Non-Exempt

About United Way Fresno and Madera Counties

This mission of United Way Fresno and Madera Counties is to create paths to prosperity. We achieve this through resident-led and partner-supported work that acknowledges individual circumstances and prioritizes access, opportunity, and equity for all. Our bold vision is a nation where one's identity has no bearing on access to education, well-being, or prosperity. We aim to achieve this goal by building a social infrastructure that connects people and communities to resources and opportunities for wealth creation. Through initiatives focused on capacity building, workforce development, economic mobility, and social care coordination we target both immediate needs and systemic issues that cause poverty and work alongside communities to build pathways to stability, security, and lasting prosperity.

Position Overview

Reporting directly to the President and CEO, the Executive Assistant supports the CEO's office including the Vice President of Operations and Administration and Vice president of Impact as needed by providing complex and confidential administrative support.

Essential Duties + Responsibilities
CEO and Executive Leadership Support

• Management of the CEO and Executive Leadership team calendars; prioritizing their time and schedule, providing meeting preparation and follow-up.
• Serve as a liaison between CEO/Executive Leadership team, staff, board, donors, stakeholders and others.
• Represent the President/CEO in meetings, community events, and collaborative initiatives as needed.
• Draft and edit high-level internal and external correspondence and communication.

Board and Governance Support

• Provide administrative support to the Board of Directors and committees including oversight of meeting preparation for Board of Director meetings and committee meetings including agenda preparation, note taking and follow up.
• Support CEO in managing communication and interactions with board chair and committee leaders.
• Compose written correspondence on behalf of the CEO and prepare reports and other documents as needed.
• Maintain proper records of board minutes, resolutions, bylaws, and corporate filings."

Project Management and Strategic Initiatives

• Assist with grant writing, grant support or tracking as needed including support with grant-related documentation, tracking, and reporting — given the nature of your organization.
• Conduct research related to specific topics as needed.
• Assist and/or lead internal committees related to communication, workplace morale, etc.
• Assist in internal and external event planning as needed.

General Administrative and Operations Support

• Coordinate travel, including preparing and submitting reimbursement and credit card expense forms for President, Executive Team and other staff.
• Coordinate staff meetings including scheduling, logistics and agenda planning.
• Coordinate logistics for internal and external events and other meetings as needed including but is not limited to room preparation, ordering food/ coffee, printing all materials etc.
• Maintain complete files of all documents including but not limited to organization minutes, legal documents, board rosters, information, and reports required by the CEO or the Board.
• Compose, write and edit documents.
• Provide back-up support at the front desk and telephones as needed.

Other Duties as Assigned

As UWFM expands, this role may take on new responsibilities related to emerging community support programs and/or case management.

Qualifications
Experience + Education

• At least 3 years working in an administrative, executive assistant, or human resources position performing functions involving non-profits, public or government agencies, community development or business.
• Bachelor's degree in public administration, business administration, non-profit management (preferred)
• Experience working with boards or commissions (preferred)

Skills & Competencies:

• High attention to detail.
• Organized and adaptable.
• Professional demeanor and the ability to represent the CEO and organization with discretion, tact, and sound judgment when interacting with board members, partners, donors, and the public.
• Ability to maintain confidentiality at all times.
• Excellent customer service and interpersonal skills; service oriented with a desire to provide support and help others
• Strong professional writing and verbal communication skills
• Ability to work flexible schedule when needed and some travel and evening meetings may be required.
• Ability to manage multiple time-sensitive projects simultaneously.
• Ability to work with minimum supervision, exercising sound judgment at all times.
• Proficiency in Microsoft Office.

Other Requirements:

• Valid state driver's license with clean driving record preferred.
• Must have valid and up to date car insurance.
• Reliable transportation for community travel.
• Ability to lift up to 30 lbs. and work in various community settings.
• Willingness to participate in ongoing training.
• Evenings and weekend hours will be required on occasion.

United Way Fresno Madera Counties recognizes that there is no such thing as a perfect candidate and welcomes mission-aligned applicants from a variety of backgrounds and professional experiences. We are dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Compensation + Benefits

A comprehensive benefits package is provided for full-time employees including:

• Medical, dental, and vision benefits for employees and eligible dependents; optional flexible spending