Administrative Assistant, Corporate Engagement
Milwaukee, WI US
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Posted 2 months ago
Position No Longer Available
Position No Longer Available
Job Description

United Way of Greater Milwaukee & Waukesha County has an opening for an Administrative Assistant, Corporate Engagement in our Resource Development department! Be part of our mission to change lives and improve our community! In this important role, you’ll provide high quality, accurate administrative support to our Corporate Engagement team.
 
 KEY JOB FUNCTIONS
  • Provide administrative support to Manager, Corporate Engagement and Corporate Engagement Team – including Corporate Engagement, Non-Profit and Sports Marketing Division Support.
  • Provide administrative support for Corporate Engagement and Non-Profit Campaign Cabinet and Volunteer Solicitors.
  • Provide administrative support for Loaned Executive Program.
  • Manage registration for United Way events (Kickoff, Closing, Annual Meeting, etc.).
  • Act as lead for Grand Avenue Club staff and Administrative Loaned Executives.
  • Provide additional administrative backup for the Resource Development Department.
  • Provide Data Management Assistance.
ESSENTIAL JOB FUNCTIONS and EXPECTED PERFORMANCE STANDARDS/OUTCOMES
include the following.  Other duties may be assigned, but are not limited to:
 
SUPPORT BUSINESS PARTNERS DIVISION
  • Provide administrative support for Corporate Engagement Division.
  • Research companies and individuals in division to maintain accurate records and identify new prospects.
  • Update individual and company information in ANDAR, including addresses, names, salutations, employee numbers, CEO, Ambassador Contact information, etc.
  • Assist in preparation of CEO Call Notes.
  • Proofread documents such as letters, emails, communication to external stakeholders, and printed materials.
  • Data entry including demographics, volunteer assignments, goals and call emphasis.
  • Manage LIVE UNITED T-shirt inventory and requests for Requests for Resource Development.
 VOLUNTEER MANAGEMENT SUPPORT
  • Assist in coding volunteer prospects.
  • Prepare folders for Corporate Engagement and Non-Profit Division Co-Chair Meetings.
  • Manage Prospect Evaluation calendar for Resource Development team.
  • Prepare prospect evaluation binders for Corporate Engagement and Non-Profit prospect evaluation meetings.
  • Provide support for Volunteer Best Practices training, both in preparation leading up to and on the day of all trainings.
  • Serve as project manager for the kit-packing process, including printing and packing materials.
  • Make follow-up calls if needed to volunteer solicitors, Campaign Cabinet members, and their volunteer teams.
  • Enter volunteer feedback into ANDAR and update call status codes as needed.
 LOANED EXECUTIVE PROGRAM COORDINATION
  • Support Loaned Executive Sponsorship solicitation and tracking.
  • Support Loaned Executive recruitment, hiring and on-boarding.
  • Schedule meeting rooms and set up for Loaned Executive Training.
  • Schedule off site meetings and agency visits during Loaned Executive Training.
  • Assemble welcome materials and training binders for the loaned executives.
  • Order meals as needed and help with setup and cleanup.
  • Schedule weekly Loaned Executives Meetings at United Way and agency program partners (including tour) and arrange for Agency Executive to speak at meetings.
LEAD STAFF FOR GRAND AVENUE CLUB STAFF AND ADMINISTRATIVE LOANED EXECUTIVES
  • Assist Manager – Corporate Engagement in hiring, onboarding and overseeing staff from Grand Avenue Club.
  • Assist Manager – Corporate Engagement in hiring, onboarding, training and managing team of Administrative Loaned Executives.
  • Oversee Collateral Shelves of marketing materials to ensure they are neat and stocked.
  • Manage the following processes carried out by Administrative Loaned Executives during Campaign:
    • Printing and packing customized pledge forms
    • Soliciting, tracking and distributing incentives
    • Ambassador and CEO Thank You Letters
    • Campaign Billboard Process
    • Weekly Loaned Executive Meeting Agendas
    • ANDAR Updates
    • Speakers Bureau
  • Year-round contact for any tasks assigned to ALEs during Campaign Season.
MANAGE REGISTRATION FOR MAJOR UNITED WAY EVENTS
  • Serve as key contact for Campaign Kickoff, Campaign Closing and Annual Meeting Registration.
  • Update records in Andar to reflect registrations and attendance.
  • Recruit volunteers to assist with on-site registration and act as on-site lead.
ASSIST DATA MANAGER IN AWARDS VERIFICATION PROCESS
  • Print reports to be reviewed by all Corporate Engagement Account Managers.
  • Enter any changes into Andar after reports are reviewed by staff.
  • Prepare mailing to ambassadors to verify recognition names and levels.
  • Collect and enter feedback from ambassadors for final approval.
 ADMINISTRATIVE BACKUP SUPPORT
  • Provide additional administrative backup for the Resource Development Department.
  • Understand administrative procedures and be able to provide backup to all other department support staff.
 RECEPTION AREA COVERAGE
  • Cover switchboard as needed to cover breaks and/or absences.
  • Provide excellent customer service by assisting callers and visitors.
  • Route business calls to the appropriate staff members.
  • Assess situations and obtain help as needed for visitors and callers, including referring to 211 or other services.
OTHER DUTIES
Actively participate in special work-groups and projects as assigned.
 
SUPERVISORY RESPONSIBILITIES (NONE)
This position does not have supervisory responsibilities.
 
KEY REQUIREMENTS
 
EDUCATION and/or EXPERIENCE
  • High school diploma or GED and five (5) years of progressively responsible experience.
  • High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook or other similar programs.  Ability to produce and edit complex spreadsheets that include formulas.  Ability to manage multiple calendars – experience with scheduling executives a plus.
  • Ability to take minutes, dictation and transcription. Ability to communicate and interact well on all levels.
  • Demonstrated skills in letter and memo writing and development.  Demonstrated attention to detail and organizational details.
OTHER SKILLS
Ability to work in a complex environment using technical and interpersonal skills.  Strong analytical abilities, also demonstrating the ability to anticipate problems and identify and implement solutions when needed.  Ability to work independently, recognize tasks, implement, and follow through to completion.  Proactively communicates with team members on status of projects, tasks and deadlines.  Ability to problem-solve and work with flexibility.  Able to quickly adapt to change.  Ability to remain productive and calm in a fast-paced and sometimes stressful environment.  Allocates time efficiently to the most important issues and knows what to spend time on; completes work in a timely and accurate fashion.
 

Equal Opportunity Employer
M/F/Disability/Vet


 

 

Special Notes/Instructions
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Contact Information
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Position No Longer Available
Job Summary
Employment Term and Type
Regular, Full Time
Salary and Benefits
$18.27 - $21.00 p/h DOE
This hourly position works a 7.5 hr day (37.5 hrs/week). United Way offers an attractive salary, excellent benefits that include health, vision, and dental coverage, generous vacation and other paid time off, paid life and disability insurance, retirement plan, free parking, and much more!
Required Education
High School or Equivalent
Required Experience
5+ years
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