Position Summary

The Executive Assistant provides high-level administrative and organizational support to the Executive Director and leadership team of United Way of Enid & Northwest Oklahoma. This role ensures efficient daily operations, supports fundraising and community impact initiatives, and serves as a professional representative of United Way throughout the Enid and Northwest Oklahoma region.

Key Responsibilities

Administrative & Executive Support

·         Manage the Executive Director’s calendar, appointments, and meeting logistics.

·         Prepare correspondence, reports, presentations, and briefing materials.

·         Maintain confidential files and organizational documentation.

·         Monitor and respond to incoming communications with appropriate follow-up.

·         Coordinate a variety of meetings.

Board & Governance Support

·         Serve as liaison to the Board of Directors and committees.

·         Prepare agendas, meeting packets, minutes, and follow-up items.

·         Maintain board directories, bylaws, and governance records.

·         Support board recruitment and onboarding processes.

Fundraising & Campaign Support

·         Assist with planning and execution of the annual United Way campaign.

·         Support donor stewardship, recognition, and data tracking.

·         Prepare campaign materials and presentation support.

·         Coordinate volunteers related to campaign activities.

Community Impact & Agency Relations

·         Support communications with partner agencies.

·         Assist with community initiatives.

·         Maintain partner agency files and reporting documentation.

Financial & Operational Support

·         Managing timesheets

·         Processing payroll

·         Complete invoice processing, deposits, and vendor communication.

·         Support grant documentation and compliance records.

·         Manage office operations.

·         Audit assistance

·         Allocation distribution

·         Donation Tracker reporting expectations

Communications & Outreach

·         Assist with newsletters, announcements, and social media content.

·         Maintain donor and contact databases.

·         Support media outreach and promotional efforts.

Qualifications

·         Technical certification, Associate or bachelor’s degree preferred; equivalent experience considered.

·         Minimum of three years of administrative or executive support experience.

·         Strong written, verbal, and interpersonal communication skills.

·         Proficiency in Microsoft Office; CRM experience preferred.

·         Proficiency in AR/AP, QuickBooks and accounting principles.

·         Excellent organizational skills and attention to detail.

·         Ability to handle confidential information with discretion.

·         Commitment to United Way’s mission and values.