Administrative Assistant

About Urban Community Alliance (UCA)

UCA’s mission is to empower families to develop healthy attachments and promote physical, emotional, social, and spiritual well-being while developing a positive connection to their communities.

Job Description:

This individual will report directly to the Senior Operations Manager at Urban Community Alliance (UCA). The Administrative Assistant serves as a liaison to the executive management team, the board of directors, and UCA personnel; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Administrative Assistant must take initiative, be creative and enjoy working within a small, fast-paced environment that is mission-driven, results-driven and community oriented. The ideal person will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities:

• Plans, coordinates and ensures the Executive Director's (ED) schedule is followed and respected
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature
• Determines appropriate course of action, referral, or response with assistance from the Senior Operations Manager
• Provides a bridge for smooth communication between the ED and internal departments, demonstrating leadership to maintain credibility, and trust with support with Senior Operations Manager
• Works closely and effectively with the ED to keep her well informed of upcoming commitments and responsibilities, following up appropriately
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Check in clients as they enter the organization
• Take attendance in meetings (check in, staff, etc.)
• Perform administrative duties including but not limited to scheduling appointments and meetings, generating invitations and coordinating calendars
• Maintain confidentiality of personal protected information and organizational information
• Compile documents, make copies, send and receive fax documents, and provide other general office support as necessary for UCA staff
• Compose and distribute mass emails, correspondence, letters, and forms
• Coordinate use of conference room
• Organize correspondence, file documents, and track deadlines
• Assist staff and guests with general inquiries regarding UCA programming and local resources
• Assist executive management team with miscellaneous tasks as needed

Strategic Initiatives:

• Works with the Executive Team in coordinating the ED's outreach activities
• Follows up on contacts made by the ED and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgment letters from the Executive Director to partners

Qualifications:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements:

• Bachelor's degree required in a related field
• Experience supporting executives (Preferably in a nonprofit organizations)
• Experience and interest in internal and external communications, partnership development, and fundraising
• Proficient in Microsoft Office (Google Suites, Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms
• 3 years of experience in related field

Next Steps:

If you are interested in employment with Urban Community Alliance, please email your resume to maguena.deslandes@ucainc.org.