NEWS & EVENTS

February 10, 2023

Are you a change agent that wants to make a difference in the community? Do you enjoy community revitalization, strategic planning and problem solving? Are you able to build rapport, convey a mission and mobilize resources for community impact? If YES, Pocono Mountains United Way is the place for you!

Organization’s Mission:

Pocono Mountains United Way engages and mobilizes resources to improve lives through accelerated community change.

Job Title:                                           Executive Assistant

Reporting to:                                  President/CEO & VP, Community Impact

Department:                                   Administration

Exempt OR Non-Exempt:        Non-Exempt

Salary:                                               $35,000 – $45,000 (based on experience)

Work Schedule:    Full-time. Core Hours of Monday-Friday, 8:30 a.m. to 4:30 p.m.

Must be able to work a flexible schedule with the possibility of some early morning, evening, and weekend work.

Key Accountabilities:

Communication

1.) Provides high-functioning support to the President/CEO and Vice President, Community Impact. Possesses strong communication and relationship management skills by effectively interfacing with senior executives inside and outside the company utilizing excellent written and verbal communication skills.

2.) Able to sensitively handle confidential information, use appropriate discretion with same, and professionally represent the organization in all interactions. Demonstrated ability to effectively and professionally interact with     high level executives, community leaders, business associates, and staff members is required.

3.) Able to perform in a fast-paced environment and adapt to swiftly changing priorities. This role will require keeping the Executives productive by managing operations, workflow, calendars, travel, expenses, and other projects as assigned.

4.) A minimum of 2-4 years of demonstrated experience is preferred.

 

Administration

1.) Manages schedules of President/CEO and VP, Community Impact and ensures sufficient preparation for meetings. Schedules meetings and confirms attendance. Prepares materials for meetings.

  • Schedules meetings with internal/external stakeholders, compile and coordinate meeting materials, prepare meeting materials, complete expense reports.
  • Gatekeeper and buffer, one on one meetings to review calendar and plan for events and committee meetings.
  • Protects and reviews communications to ensure accuracy and professionalism

2.) Supports organization, board and committee engagement activities

  • In-house support and communication on rules, bylaws and procedures, personnel policies, track board development and board recruitment, onboarding and off boarding. Keep minutes, compile and coordinate meeting materials, prep meeting materials.
  • Schedule staff meetings, coordinate coverage (staff and volunteer) and provide materials

3.) Answers telephone, routes calls, greets visitors and provides information as needed. Provides a high level of customer service, assistance and information   to internal and external customers.

 

Finance Support

1.) Provides support for resource development activities

  • Assists in special event coordination

2.) Provides support for fiscal operations

  • Provides general support for revenue collection and expense payment

o  Scans mail and bills, filing and follow-up calls to vendors

o  Entering payment details

o  Reviews Bill Me’s Monthly and create letters/labels

  • Prepares bank deposits

Human Resources Support

1.) Processes all new hire on-boarding and employee off-boarding documentation.

2.) Assists with enrollment and administration of employee benefits, including making changes to medical, dental and vision plans to ensure proper coverage

3.) Manages all personnel and benefit files, job descriptions, and employee status

Office Management

1.) Leads office operations

  • Dotted line authority over any staff providing administrative support, provide current state assessment, strategy and recommendations for office operations, convene office administrative staff to establish consistent standard operating procedures and build more cohesive team.

2.) Purchases supplies and maintains or coordinates servicing of equipment.

Professional Competencies:

Mission Focused

Ability to link donor, volunteer, and advocates’ aspiration to needs; Ability to catalyze others’ commitment to mission. Strives vigorously to accomplish shared goals. Separates one’s own interests from organizational interests in order to make the best possible judgments for the organization.

 

Collaborator

Seeks and shares knowledge of community. Takes a collaborative approach to addressing issues. Focuses on shared goals. Mobilizes a broad range of sectors and resources.

 

Brand Steward

Acts with integrity and strong ethics to foster trust at all levels (personal, market, societal). Internalizes the meaning and commitment of United Way and consistently acts according to its value and purpose. Demonstrates the values of the network; is a good system-citizen. Is accountable and transparent with all stakeholders.

 

Functional Competencies/Accountabilities

Manage Relationships/Relationship-Oriented

Is able to communicate effectively to develop, grow, and sustain productive relationships. Knows how to capture and record relevant information and how to interpret and utilize the information to forge partnerships, collaborate, cultivate, grow, sustain, and strengthen internal and external relationships.

  • Understands and motivates individuals and organizations
  • Values diversity and inclusion
  • Effectively communicates
  • Treats others with respect and dignity
  • Actively listens to and facilitates diverse input and contributions

Self-Management

Presents oneself in an appropriate and professional manner. Communicates, acts, reacts, and responds appropriately in all situations. Effectively utilizes interpersonal skills and political astuteness to: engage with, lead and function as a member of a team as appropriate. Is trustworthy and acts with integrity, authenticity, humility, and in good faith; respecting others’ opinions, priorities, values, and interest. Seeks to continuously improve interpersonal and professional skills.

 

Communication Skills

Understands and uses empathy, compassion, and active listening. Is fully present and aware of subtleties and nuances such as body language and voice tonality to better understand what is important to constituents and how to connect and engage them with UW. Able to influence, persuade, present, request, sell, negotiate, and close a deal as appropriate.

 

Utilize and Acquire Knowledge

Is forward-thinking, focused on what is possible, and seeks new tools and knowledge as needed. Is able to use technology when acquiring and utilizing knowledge, and is innovative and creative in its application. Seeks to continuously improve interpersonal and professional skills.

           

Achieve Results / Results-Driven

Is personally accountable for the results they achieve. Is able to adapt quickly to ever-changing environments. Is organized, able to plan, think strategically, and is creative, innovative, and appropriately persistent. Is able to make decisions and willing to take risks when appropriate to achieve results and meet goals.

  • Has a searing focus on results and can effectively communicate goals and impact
  • Advocates for support of education, income, and health
  • Promotes innovation/willing to take risks
  • Develops relationships to drive resources and results
  • Has the necessary organizational skills to deliver on business model

Demonstrates Social Responsibility and Stewardship

Has a passion for the common good and affection for the community. Believes in social responsibility and inspires others to be socially responsible. Demonstrates courage and humility when working toward improving life in the community.

 

Education, Skills, Experience, and Training Required

  • Two to four years of progressively responsible executive assistant/administrative work experience with emphasis on business or related field,
  • Associate degree in business administration or related field preferred
  • Familiarity with general office equipment,
  • Must demonstrate a strong knowledge of business English correspondence, correct punctuation, and grammatical usage,
  • Proficient in the latest Microsoft Office Environment (Word, Excel, PowerPoint, Outlook),
  • Understanding of and commitment to the mission, vision, and goals of United Way.

Mental demands

Duties require planning, organizing, and performing a variety of duties applying a wide range of procedures and rules. Duties require attention to detail, a high degree of accuracy, reliability, timeliness, alertness, and use of judgment. Also requires writing ability, creativity, and concentration. Access to and use of confidential data where discretion/sensitivity is of utmost importance. Sound professional judgment and confidence.

Physical demands

Frequently required to walk, sit, talk, and hear. Occasionally required to stand, reach, stoop, and handle and/or lift and up to 25 pounds. Use of general office environment equipment.

Reasonable accommodations may be made to enable individuals to perform the essential functions.

These job responsibilities are to be the main emphasis of this position. As with every job at United Way, it is not possible to define jobs precisely. Should the need exist, every person in the organization will assist in any way necessary to assure an efficient and cooperative environment.

A resume and cover letter should be submitted to:

Sarah Jacobi, Sarah@PoconoUnitedWay.org

Or apply on Indeed: https://www.indeed.com/job/executive-assistant-fc1243150f96a7eb

Pocono Mountains United Way is an Equal Employment Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race,

color, religious creed, ancestry, national origin, age, sex, sexual orientation or disability.