Executive Assistant/Office Manager



TITLE:                       Executive Assistant/Office Manager

STATUS:                    Exempt

REPORTS TO:           President/CEO

JOB SCOPE:              To uphold the mission and objectives of United Way of St. Joseph County with dignity and integrity by presenting a positive image of the organization and its staff while professionally and accurately performing complex support staff duties for the President/CEO and other executive management as requested.  To lead by example and provide the oversight and consistently high level of assistance necessary to effectively coordinate applicable support staff and overall daily office operations.  This role requires a demonstrated ability to function in a fast-paced demanding environment with a high degree of independence and decision-making skills.



May exercise supervision over a small number of support staff and/or volunteers.  Will be responsible for overall daily front office scheduling and routine operations.



Minimum requirement of high school education with an associate's degree in administrative/secretarial related field preferred or the equivalent of demonstrated experience.  A minimum of five years of progressively responsible experience in administrative/executive assistant responsibilities.


RELATIONSHIPS:    United Way staff


Administrative and program staff of funded partner agencies

Company campaign coordinators

Community volunteers and leaders


  • Demonstrated ability to maintain an accurate calendar and efficient schedule for the President/CEO and other executive staff.
  • Serve as representative of President's office for other departments and agencies.
  • Demonstrated ability to coordinate and manage special events, including board, public, and committee meetings.
  • Demonstrated ability to assist in preparing agendas, as appropriate and record meeting minutes.
  • Strong written communication skills, including the ability to write, edit, and proof advanced business correspondence including letters, minutes, memos, and reports.
  • Strong organizational and filing skills with keen attention to detail.
  • Demonstrated ability to maintain a professional appearance, attitude, and judgment, serving as an example for other support staff.
  • Demonstrated ability to manage multiple priorities with accurate results and timely completion.
  • Expert knowledge of office equipment including computer, scanner, fax machine, copy machine, calculator, and multi-line phone system.
  • Strong technical skills with demonstrated competency operating a personal computer including Zoom, Microsoft Office Suite, Outlook and Andar, United Way's database system.
  • Ability to accurately and efficiently type at a rate of 60 words per minute.
  • Strong interpersonal skills on the telephone and in person with internal and external customers, always conveying patience, tact, courtesy, and respect.
  • Ability to work cooperatively with others in a team environment, while following and interpreting organizational policies and procedures.
  • Demonstrated ability to establish pleasant, professional, and confidential relationships with internal and external customers.
  • Ability to solve problems with a minimum of supervision.
  • Demonstrated ability to act as an administrative aid in the areas of research and planning.
  • Responsible for the maintenance of the United Way building in coordination with the Finance and Facilities Coordinator.
  • Must be able to read and write in the English language.




  • Conduct research and prepare reports for Board of Directors.
  • Maintain general and confidential files, board policy manuals, and board records.
  • Open, sort, route, respond, screen, and prioritize responses to mail, inquiries, and screen visitors.
  • Coordinate workloads and functions of other support staff, as indicated.
  • Assist the Community Impact team with the implementation of Stable Family initiatives of United Way of St. Joseph County including but not limited to Team HEAT, Emergency Food and Shelter, FAFSA, People Gotta' Eat, and Market Bucks.
  • Initiate appropriate paperwork including check requests and purchase orders.
  • Responsible for incoming and outgoing mail, as well as, assist accounting department with daily check log process.

JOB DEMANDS:       Problem Solving

Analytical Skills

Speaking Ability

Writing Ability

Interpersonal Skills

Organizational Skills

Time Management Skills

Presentation Skills


ENVIRONMENT:      Multi-functional, fast-paced, confidential office setting.

Strong team-work with collegial staff and volunteer relationships.


REQUIREMENTS:    Valid driver's license, automobile/vehicle, vehicle insurance.

Must be able to work beyond normal work hours and on weekends, as needed.

Participate in professional growth opportunities, as indicated and available.

United Way
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