Effective July 1, 2023, United Way of Coastal Fairfield County and United Way of Western Connecticut merged to become United Way of Coastal and Western Connecticut. This strategic partnership brings together the strengths and resources of both organizations to create a united force for positive change and enhanced community impact across Fairfield and Southern Litchfield Counties. As United Way of Coastal and Western Connecticut, we have a stronger, more coordinated approach to addressing the needs of our region, serving 27 towns, including the Cities of Bridgeport, Danbury, Norwalk, and Stamford, and the Towns of Bethel, Bridgewater, Brookfield, Darien, Easton, Fairfield, Kent, Monroe, New Canaan, New Fairfield, New Milford, Newtown, Redding, Ridgefield, Roxbury, Sherman, Stratford, Trumbull, Warren, Washington, Westport, Wilton, and Weston, Connecticut 

The Executive Assistant is responsible for providing comprehensive support to the President and CEO, Board of Directors, and Senior Management Team and supporting the organization's office operation. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.   

 

Essential Functions 

Responsibilities: 

  • Provide sophisticated calendar management for the President and CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements. 

  • Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. 

  • Complete a variety of administrative tasks that facilitate the President and CEO's ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. 

  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President and CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO's style and organization policy. 

  • Work closely with the President and CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues in the environment and keeping the President and CEO updated.  

  • Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the President and CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Senior Management Team. Complete projects by assigning work to appropriate staff, including the Senior Management Team, on behalf of the President and CEO. 

 

 Additional Responsibility 

  • Work with the Senior Management Team to coordinate the President and CEO’s outreach activities. Follow up on contacts the President and CEO made to cultivate ongoing relationships. 

  • Support all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.

  • Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization. 

  • Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.  

  • Provide leadership to all levels of the organization, to meet their current and future information needs under the guidance of the Senior Director of Information Systems.  

  • Work closely with IT consultants to resolve issues. Prepare budget recommendations. 

  • Work closely with the Administrative Coordinator to manage daily office operations. 

  • Replenish office materials such as printer supplies, paper, office supplies, etc. 

  • Provide event management support as requested. 

  • Provide hospitality to all guests and help to create a welcoming environment. 

  • Process and distribute daily mail as needed.  

  • Invest in building long-lasting relationships both externally and internally. 

  • Other projects/duties as assigned for the overall benefit of the organization. 

 

Required Experience and Education 

  • Strong ability to execute work with a diversity, equity, and inclusion lens. 

  • Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred. 

  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. 

  • Technical proficiency and problem-solving skills related to IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications). 

  • Strong verbal and written communication skills. 

  • Exceptional organizational skills and impeccable attention to detail. 

  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners. 

  • Make appropriate, informed decisions regarding priorities and available time. 

  • Ability to complete a high volume of tasks and projects with little guidance. 

  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. 

  • Able to maintain a high level of integrity and discretion in handling confidential information. 

  • Excellent judgment is essential. 

 

United Way of Coastal and Western Connecticut is an equal opportunity employer and seeks to hire staff members who reflect the diversity of the communities we serve. All positions are filled without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, disability, employment status, veteran status, or any other characteristic protected by law.  

 
Statements in this Job Description are intended to describe the general nature of the work being performed.  They are not intended to be a complete list of all responsibilities, duties and skills required