Executive Assistant to Chief Administrative Officer

 

By bringing people and organizations together to solve our region’s most pressing issues, United Way of Greater St. Louis is making our community a better place to live, work, and thrive. It’s more than a day job. It’s a mission. Come work with us!

 

Job Summary
The Executive Assistant provides effective and efficient administrative support and coordination in support of the Chief Administrative Officer (CAO) and executive office functions. Collaborating with others while working independently, the Executive Assistant is responsible for maintaining a large volume of information, meeting preparation and scheduling, managing assigned projects, ensuring timely and accurate responses to inquiries and communications, and providing excellent customer service to multiple stakeholders. Attention to detail and organizational abilities is absolutely paramount.
 

This position includes:

  • Completing a broad variety of administrative tasks for the CAO including managing an extremely active calendar of appointments; completing expense reports; preparing check requisitions; composing and preparing correspondence that is sometimes confidential; arranging travel plans; and preparing meeting materials and minutes.
  • Providing administrative and project management support for board level committees for which the CAO has responsibility including advance distribution of materials, preparation of supporting materials for meetings including PowerPoints and documents, preparing minutes, and maintaining attendance.
  • Serving as coordinator of various meetings convened by the CAO and Executive Office to include booking meeting rooms, sending calendar invitations, managing attendance and preparing materials.
  • Frequently exercising independent judgment in matters and processes pertaining to managing Board of Directors members’ information and acts on behalf of CAO’s office.
  • Supporting CAO in completion of special projects as directed.
  • Receives incoming calls to the CAO and Executive Office, determines nature of call and whether it requires the attention of the CAO or Executive office team, takes messages and maintains contact information, and whenever possible responds to caller directly based on knowledge of the Executive Office teams’ preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department.
  • Welcoming visitors to the Executive Office and identify the purpose of the visit before directing them to the CAO and CEO as required.
  • Processing incoming correspondence received by the Executive Office team, prioritizing and determining its disposition. May process and answer correspondence without knowledge of CAO.
  • Preparing, reviewing, proofreading, and formatting paper and electronic correspondence to include: letters, agendas, annotated agendas, and presentations for the CAO. Seek approvals and signatures when necessary.
  • In partnership with the President/CEO’s Executive Assistant, facilitate the effective planning and organization of Board of Directors, Executive Committee and special meetings, as required.
  • Responsible for maintaining records management of the Board of Directors to include updating current demographics on board members in all necessary places to ensure consistency across the organization.
  • Keeps CAO well informed of upcoming commitments, responsibilities, projects and meetings, following up appropriately.
  • Maintains continuity of office operation during the CAO’s absence, handling administrative matters and arranging for most efficient dispatch of pending matters upon CAO’s return.
  • Contributes to the overall success of United Way by performing other essential duties and responsibilities as assigned.

 

KSA (Knowledge, Skills, and Abilities):

  • Minimum of three to five years’ experience providing administrative support; experience supporting C-Level Executives or senior leadership required.
  • Proficient in MS Office (Excel, Access, Word, PowerPoint, Outlook, etc.)
  • High school diploma/GED required; Associate degree or comparable experience preferred
  • Excellent written and oral communication skills
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service/response.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Must be reliable and dependable regarding attendance and in fulfilling work responsibilities.

 

If you have excellent experience in C-Suite Level administrative support management, the ability to handle multiple priorities, and excellent verbal communication skills, this may be the role for you! Requires at least a high school diploma with three to five years’ experience. Advanced customer service and problem-solving skills along with the ability to manage continuity of communication form various leadership sources and accurately type at least 45wpm. Proficient in Microsoft Office applications, we would like to hear from you.

 

To apply, please submit your resume and/or cover letter to Careers@stl.unitedway.org
 
Employment is contingent upon passing a screening for illegal drug use.
 
We offer a comprehensive benefits package including 12 days of vacation earned over the first 12 months of employment, sick pay, 10 company holidays, 5 1/2 flexible/personal holidays, 3 volunteer days, parental leave, health, dental, vision and life insurance for you and your family, short term disability, long term disability, and a 403(b) with an organization match and 3-year vesting schedule.
 
United Way of Greater St. Louis is an Equal Opportunity Employer


James Taylor