Administrative Assistant

United Way of Greater New Bedford

Job Description


Job Title:  Administrative Assistant  

 
Reports to:  Vice President of Finance and Human Resources 
                       Additional responsibilities/tasks delegated by other Senior Leadership 
 
Classification:  Full-time, non-exempt

 

The United Way of Greater New Bedford (UWGNB) fights for the health, education and financial stability of every person in the nine communities it serves.  Through strategic collaboration, direct services and financial support, we actively engage with our communities to identify gaps and create initiatives to address them.  Every United Way of Greater New Bedford staff member serves as an ambassador for the organization, demonstrating a culture of fundraising and volunteer engagement.  The Administrative Assistant will support a variety of UWGNB initiatives and day-to-day operations.

The Administrative Assistant plays an important role within UWGNB to support the organization, its leadership and core functions. The Administrative Assistant position requires excellent oral and written skills and the effective use of time and technology. He or she will handle information in a confidential manner.

Primary responsibilities include general clerical work to support the development, finance and HR functions as well as general support for UWGNB programs, events, initiatives and leadership.

The ideal candidate is an organized, polite and professional self-starter who can collaborate across departments.  Must possess excellent organizational skills and demonstrate the ability to manage and prioritize multiple tasks and projects in a fast-paced environment with minimal direct supervision. The Administrative Assistant takes initiative and anticipates office needs to ensure smooth operations. Considerable ingenuity and tact are required as well the ability to maintain good interpersonal relationships with co-workers, volunteers and the public. Must be proficient in Microsoft Office, particularly Outlook and Excel.  Prior donor or sales database management experience is a plus! Duties will include, but are not limited to the following:

  • Serve as the office receptionist welcoming guests and assisting callers
  • Lead general office duties to ensure smooth day to day operations  
  • Run general errands as needed
·         Receive, sort, and distribute the mail
  • Oversight and lead on all office related inventory and equipment (maintenance and purchasing)
  • Liaison with vendors, IT and building management 
  • Schedule meetings and appointments via Microsoft Outlook and Zoom for senior leadership
  • Meeting room preparation, set-up and breakdown
  • Take accurate meeting notes and minutes
  • Prepare confidential correspondence and other documents for distribution including meeting notices
·         Support finance operations with credit card reconciliations and general accounts payable & accounts receivable processes and the annual audit 
  • Serve as lead staff and expert on donor database (Donation Tracker) including developing procedures and best practices for accurate and efficient data tracking.  Provide training and assistance to other staff
  • Manage pledge entry, invoicing, receivables, designated gift tracking, matching gift processing and monitor online campaigns 
  • Generate and prepare donor reports, as needed, for staff and volunteers 
  • Serve as data entry lead for UWGNB’s donations, events and special initiatives 
  • Review newspapers and other publications for information which affect donor database
  • Support HR tasks such as scheduling interviews, processing CORIs, and preparing on-boarding materials
  • Maintain distribution lists for mailings, invitations and newsletters and prepare and execute bulk mailings 
  • Assist on all special events and projects- planning and implementation (includes RSVP lists, ordering event supplies, set-up, registration and logistical support)
  • Monitor document retention and destruction policy
  • Other duties as assigned
 
 
Requirements: Applicants must have at least a high school diploma or equivalency with post-secondary work in a business with at least 3 years’ experience.  Valid driver’s license and personal vehicle required. Position requires occasional evening and weekend events and commitments.
 
 UWGNB strongly encourages its employees to be vaccinated against COVID-19.

Candidates should email resume and thoughtful cover letter to:
  liveunited@unitedwayofgnb.org
Please list subject as Administrative Assistant

Review of applications will begin immediately and continue until position is filled.