Senior Executive Assistant

ORGANIZATION SUMMARY

Utah’s Promise is a nonprofit organization focused on removing barriers, improving education, and providing access to basic needs. United Way of Salt Lake, 211 Utah (Salt Lake City team), and Promise Partnership Utah are part of the Utah’s Promise organization. Together, we are committed to 100% of kids and families thriving.  

Our workplace is fast-paced, friendly, adaptive, and grounded in our core values: relationships, continuous improvement, results, and equity. We offer competitive compensation including a comprehensive benefit package, generous paid time off, and flexible schedules. People with diverse backgrounds and abilities are encouraged to apply. 

POSITION SUMMARY

The Senior Executive Assistant provides comprehensive support to the CEO, Chief Development Officer, Leadership Team, and Boards of Utah’s Promise and United Way of Salt Lake. This is a dynamic position, requiring attention to detail, a proactive personality, strong project management skills, and the ability to anticipate needs, think critically, offer solutions, and maintain professional relationships. 

ESSENTIAL FUNCTIONS

CEO and CDO Support 

1. Maintain the CEO’s calendar, including scheduling meetings, proactively resolving scheduling conflicts, and using strong judgement to prioritize requests. 
2. Maintain systems to keep the CEO organized, including tracking and organizing correspondence, preparing agendas, handouts, and meeting notes, and following up on requests from the CEO to other team members. 
3. Provide general administrative support, including managing credit card and expense reconciliation. 
4. Conduct research and occasionally prepare briefings and other information relevant to the CEO’s meetings and priorities. 
5. Continually look for ways to increase efficiencies and anticipate needs for the CEO. 
6. Occasionally complete or project manage special projects related to the CEO’s priorities. 
7. Provide scheduling support to the CDO, particularly for meetings involving donors or board members. 

Act as a liaison to, and support for, Boards and committees 

1. Manage logistics for board and committee meetings, including invitations, IT setup, room and catering reservations, taking minutes, preparing slides, coordinating with the CEO and Chief of Staff to prepare and vet agendas with Board leadership, and communicating with internal staff on roles during board meetings. 
2. Draft and/or send correspondence to board and committee members 
3. Maintain Salesforce Database, metrics, and contact information related to board and committee members and act as administrator and curator of the online Board portal. 
4. Manage the calendar of board meetings. 
5. Maintain strong relationships with board and committee members, acting as liaison and first point of contact to solve problems and find information. 
6. With the Chief of Staff, design and track strategies to increase board engagement and other key goals related to organizational governance. 

Provide administrative and project management support to the Leadership Team. 

1. Manage logistics for Leadership Team meetings, including room reservations, notes, IT/technical setup and troubleshooting, and calendar invitations. Attend Leadership Team meetings and retreats as appropriate. 
2. Track and follow up on recurring and one-time tasks agreed during the Leadership Team meetings, supporting members of the Leadership Team to clarify and prepare assignments. 

Perform other duties as required 

BENEFITS

This is a full-time, exempt position with full benefits. $41,500 - $58,000. Salary to commensurate with experience. Utah's Promise is a hybrid workplace; team members work in-person, at our downtown office, four days per week and provides a 36 hour work week.  

REQUIRED COMPETENCIES

• This person must be exceptionally organized, flexible, trustworthy, and enjoy the administrative challenges of a fast-paced office environment.  
• Strong written and verbal communications skills, impeccable judgement, and ability to work independently. 
• Excellent calendar management skills, including the coordination of complex executive-level meetings 
• Exceptional interpersonal skills, self-assurance, and poise 
• Proven ability to create and edit content for distribution 
• Experience effectively handling multiple responsibilities and projects simultaneously  
• Flexibility in workday; be able to work early mornings and late evenings for Board and committee meetings and organization events.  
• Ability to anticipate and meet the needs of CEO, Leadership Team, Board of Directors, etc. 
• Collaborate on cross-functional teams to develop content strategies for various audiences. 
• Must be extremely conscientious, meticulous, and detail-oriented 
• Must work well under pressure 

QUALIFICATIONS

• Recent experience as administrative assistant at an executive level 
• Strong working knowledge of MS Office (Outlook, Word, Excel, and PowerPoint) 
• Experience using Google office software (Docs, Sheets, Forms, Presentations, etc.) and other internet tools such as Skype, web conferencing software, etc. 
• Self-starter with capacity to learn and use new software  
• Excellent communication skills—both written and verbal 

PHYSICAL REQUIREMENTS

The person in this position is regularly required to communicate clearly in oral and written formats. Must be able to transcribe, read extensively, and prepare digital marketing content for computer use. Frequently communicates with internal and external stakeholders; must be able to exchange accurate information. The person in this position must occasionally move about the office to access files, equipment, and materials.