The Executive Assistant provides assistance in planning and administrative functions to the President/CEO, the Executive Team and the Board of Directors.
Essential Functions and Responsibilities:
Administrative Support to the President/CEO
Performs administrative functions and provides clerical assistance to a variety of routine and standardized tasks.
Performs secretarial and clerical work requiring independent judgment with speed and accuracy.
Responsible for maintaining all corporate records.
Coordinates appointments, schedules and calendars; makes travel arrangements.
Helps support President/CEO and others in planning and facilitating Senior Leadership Team and other organizational meetings.
Support to the Board of Directors
Acts as a liaison to the Board, providing communication and assistance to all Board Members as needed.
Coordinates Board meetings and Board committee meetings including the development of agendas, preparation of all relevant meeting materials and monitors attendance at meetings.
Attends Board meetings and coordinates meeting minutes with the Secretary of the Board.
Maintains all official Board of Directors materials.
Assists UCAN Executive staff with the agenda and material preparation and distribution for all sub-committees of the Board, as deemed necessary by the President.
Maintains all official Board Committee materials.
Maintains Board member personal files, ensuring compliance with all regulatory requirements and all Board classes and membership lists.
Administrative Support to the Executive Vice President
Prepares reports and presentations as needed.
Coordinates Risk Management meetings including the development of agenda, preparation of relevant meeting materials, monitors meeting attendance, attends meetings and prepares accurate documented minutes.
Provides clerical and organizational support as needed.
Support to the Executive Team
Provides administrative and clerical support to the Executive Team as needed.
Collaborates with Executive Team in the coordination and preparation for meetings, trainings and presentations.
Professionalism and Work Conduct
Behaves with integrity, demonstrates high ethical standards, and displays a positive image of
Acts in a professional manner at all times with internal and external stakeholders.
Demonstrates independent, proactive thinking and is accountable for results.
Demonstrates openness and respect for cultural and socioeconomic characteristics of clients and coworkers.
Works in a collaborative manner with senior management.
Performs other related tasks as assigned or required.
Associate Degree Required, Bachelors Preferred
Minimum of 5 years of administrative support experience
Special Knowledge and Qualifications:
Brings innovative thinking, organizational skills and desire to improve processes.
Must possess excellent writing, communication and presentation skills.
Possesses in-depth knowledge of entire MS Office suite.
Excellent interpersonal, leadership and problem solving skills.
Is open and respectful of cultural and socioeconomic characteristics of clients and is willing and competent to work with a diverse client population.
Experience or ability to use computers for data entry, communication and reporting.
Work Environment: This Position requires some contact with clients and agency visitors in an office environment.
UCAN builds strong youth and families through compassionate healing, education, and empowerment. Since the Civil War, UCAN has served the most vulnerable children, youth, and families, and has grown over 145 years into a premier social service agency serving over 10,000 individuals annually. UCAN programs address the impact of trauma: with a consistent presence, meaningful programs, and unrivaled organizational diversity and cultural competence. These trauma-informed programs include clinical and counseling services, support for pregnant or parenting teens, foster care placement, a therapeutic youth home, a therapeutic day school, transitional living programs, workforce development, youth leadership development, and violence prevention. At the heart of it all, UCAN’s vision is that youth who have suffered trauma can become our future leaders. UCAN is a consistent and compassionate presence in the lives of those who are most at risk. We start with the premise that communities with challenges possess strengths upon which they can build. From this premise evolves an approach to community support that fosters collaboration with existing neighborhood resources to strengthen communities,... one youth at a time. UCAN’s community efforts provide leadership development, supportive jobs for youth, individual healing, and mentoring. UCAN's founding is rooted in spirituality. In 1869, UCAN was founded by members of St. Pauls United Church of Christ (UCC) to provide a home for orphaned children of Civil War soldiers. The UCC and its predecessors have long advocated for social justice, including the struggle for the abolition of slavery and being the first to ordain African-Americans, women, and openly gay persons as clergy. Diversity is a core UCAN value, reflected in our staff, our minority-led Board of Directors, and our clients. It is vitally important that UCAN counteract the influence of discrimination on our communities, families and youth.