Job Title: Office Manager/Executive Assistant 

Department: Administration

Reports to: CEO and Executive Director  

Status: Non-exempt, Full-time

Position begins: 6-1-2026

 Purpose of this position: The purpose of this position is to assist the CEO/Executive Director in the smooth functioning of the United Way of Enid & NW Oklahoma and the success of the organization.

 Position Summary: The Office Manager/Executive Assistant provides high-level administrative and organizational support to the Executive Director and leadership team of the United Way of Enid.  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 NW Oklahoma region.

 Education: Bachelor’s Degree preferred. Must have a minimum of two years of related work experience and an Associate's degree, or equivalent combination of experience and education.

 Experience Required: A minimum of two years of administrative duties, non-profit experience preferred. Bilingual abilities and layout and design experience preferred, but not required.

 Essential Knowledge and Skills to perform this position: Strong computer skills.  QuickBooks knowledge is a must. Ability to work with community leadership and volunteers. Ability to efficiently manage multiple tasks.  Strong office management skills.  Proficient in Microsoft Office 365, Word, Excel, and Outlook.  Ability to prioritize and meet deadlines. Needs to be able to work independently without constant supervision.

 Essential Duties and Responsibilities:

·        Manage timesheets and process payroll.

·        Provide administrative support to the CEO/Executive Director in a professional manner, maintaining organizational confidentiality.

·        Coordinate and monitor the schedule of the CEO/Executive Director, setting appointments and briefing the CEO/Executive Director each day/as necessary.

·        Financial duties to include, but not limited to: accurate depositing and recording of all United Way of Enid & NW Oklahoma funds, highly proficient in QuickBooks and Donation Tracker. Accounts payable & receivable, and timely distribution of agency and grant allocations. 

·        Compose, prepare, and proofread correspondence and other communications for the CEO/Executive Director; responsible for the quality of all documents leaving the Executive Office.

·        Prepare accurate reports as requested by the CEO/Executive Director.

·        Responsible for transcribing and distributing meeting minutes as requested by the CEO/Executive Director.

·        Maintains and ensures accuracy of United Way of Enid & NW Oklahoma’s policy and procedures book.

·        Understands and follows United Way’s policies and procedures.

·        Responsible for setting up meeting rooms and refreshments for all meetings related to the office of the CEO/Executive Director.

·        Serve as backup to Workplace Campaign Coordinator when requested by CEO/Executive Director

·        Be knowledgeable and responsible for producing accurate reports when requested for Donation Tracker.   

·        Assist Auditors to perform Annual Audit.

·        Reconcile bank and credit card accounts and send financial reports to accounting firm on a monthly basis.

·        Responsible for thank you confirmation letters, leadership letters, and other clerical support when requested by supervisor.

·        Assist, help coordinate, and plan annual events

·        Support the CEO/Executive Director as it pertains to the board of directors, all committees, ensuring committee protocol is followed.

·        Responsible for maintaining board and trustees’ history, database, current code of ethics, and bylaws. Updating information in Donation Tracker and maintaining a current board of directors, executive committee and other rosters.

·        Maintaining official files for the board, executive committee, and all signed board committee minutes for the

       organization.

·        Maintain office supplies.

·        It is the duty of all United Way employees to recruit, recognize, and reward volunteers and donors.

·        It is the duty of all United Way employees to take the initiative to assist in other initiatives outside of their department.

·        Assist in other areas as assigned by the CEO/Executive Director.

·        It is imperative that this position maintains the utmost confidentiality with all matters and areas within the office of the CEO/Executive Director. Demonstrate commitment to the United Way Code of Ethics in all interactions with constituents. 

 To meet objectives, the employee would regularly deal with the following staff and volunteers: CEO/Executive Director, Workplace Campaign Coordinator(s), Committee Volunteers, Partner Agency Directors, Partner Agency Volunteer Coordinators, Accounting Representatives, and all donors.  

 Equipment and Software Operations:

 This position may operate any/all of the following equipment:

·        Telephone

·        Computer, scanner, printer, and related equipment

·        Copy machine

 Computer software may include any or all the following:

·        Microsoft Office 365

·        Excel, Word, Publisher and PowerPoint

·        Outlook

·        Donation Tracker

·        QuickBooks

·        Photoshop/Illustrator/Canva/Publisher

 Physical Activity: In the course of performing this work, the staff will spend substantial time sitting, standing, speaking, and listening. Must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. This position must be able to perform this job safely, without endangering their own health or the safety of themselves or others.