Executive Coordinator

Job Description

Job Description

Title:

Executive Coordinator

Group/Team:

Executive

Reports To:

President and Executive Officer

Status:

Full-time

FLSA

Classification:

Salaried, Exempt

Minimum Salary:

$53,920/year

POSITION SUMMARY

This position is responsible for performing a variety of general and complex administrative functions with a high degree of initiative and discretion, providing executive support and coordination for the President & Executive Officer. The Executive Coordinator works closely with the Executive Officer and leadership teams, Board of Directors, committees of the Board, as well as corporate, governmental, and nonprofit partners. This role serves as a project manager for the administrative team and leadership teams, ensuring key deadlines are met and deliverables achieved.

This is a hybrid position based out of a UWSCMI office (Battle Creek, Kalamazoo, Jackson, Lansing) with a minimum of 3 days in the office with occasional travel within our organizational footprint (Calhoun, Clinton, Eaton, Ingham, Jackson, Kalamazoo).

Please note: This position is posted in multiple locations but it represents a single opportunity. Duplicate postings are intended to reach a broader candidate pool and reflect regional hiring flexibility.

KEY RESPONSIBILITIES

Equity, Diversity and Inclusion

• Contributes to an equitable, diverse, and inclusive organizational culture that centers people in every solution, process, and function.

Executive Support and Scheduling Management

• Manages the President & Executive Officer's calendar with discretion and screening requests for the Executive's time, focusing on ensuring strategic priorities are met in a timely manner.
• Ensures the President & Executive Officer is prepared for appointments by organizing information and materials necessary for meetings.
• Interprets requests, helps implement actions and discerns and prioritizes what information is shared with the President & Executive Officer, as requested or emergency matters as needed.
• Responds to routine questions and requests and requests to the appropriate team members as needed. In the absence of the President & Executive Officer, ensures that requests for action are handled or relayed to the appropriate team or individual.
• Composes and signs correspondence for the President & Executive Officer as requested.

Board and Leadership Team Coordination

• Takes initiative in proactively supporting the President & Executive Officer, the Executive & Full Leadership Teams, Board of Directors, Executive Committee, and other Board committees by handling logistics, coordinating organization representation at meetings and conferences, disseminating meeting schedules, work plans, meeting minutes, agendas, and related materials.

Project and Operations Management

• Provides project management and co-leadership alongside the Director of Operations and Executive Leadership Team members to the Administrative Team, ensuring that administrative and operations priorities and deadlines are achieved.
• Leads Administrative Team meetings including developing agendas, co-creating assignments with respective administrative professionals, managing relevant tasks and deadlines, and follows up with administrative team members to ensure assignments are completed .
• Performs special projects as directed by the President & Executive Officer, including the review, research, summarization, or analysis of information.

Performs other related duties as assigned.

JOB REQUIREMENTS

• Demonstrate a commitment to equity, diversity, and inclusion and ability to apply anti-oppressive and anti-racist principles in the workplace.
• Demonstrated experience in executive office administration, including independent decision-making, calendar management, meeting coordination, and tracking follow-up actions. Minimum of five (5) years' experience supporting executives and high-level volunteers preferred.
• Experience in business, office, or administrative management is required, with an associate's degree or equivalent education and experience.
• Training or certification in project management is preferred.
• Ability to use Microsoft Office Suite including Word, Excel, Outlook, Teams, SharePoint, and PowerPoint programs with a high degree of technical skill. Previous database experience is preferred.
• Demonstrated ability to take initiative and proactively manage multiple priorities.
• Outstanding interpersonal and written and oral communication skills with the ability to work with diverse populations including ALICE households and those disproportionately represented among ALICE.
• Demonstrated ability to perform complex administrative procedures and practices.
• Demonstrated ability to exercise independence of action and sound judgment in administrative matters, and use discretion, tact, and courtesy.
• Maintains the confidentiality of highly sensitive information.

WORK ENVIRONMENT & PHYSICAL DEMANDS

• Ability to work in front of a computer for extended periods of time.
• Frequent sitting, standing, and walking.
• Reliable transportation for travel within our six-county footprint. Use of a personal motor vehicle for transportation requires proof of insurance and the driver must have a valid Driver's license. (Note: mileage for work travel is reimbursed at the IRS mileage rate.)
• Moderate level of stress caused by tight deadlines.
• Occasional work outside of normal business hours.
• Successful completion of a criminal background check.
• Candidate must be able to work successfully in a remote environment with private office space and high-speed internet.

SALARY: All of the roles within UWSCMI have pay ranges that commensurate with the knowledge, skills, and abilities of the successful candidate. The annual salary for this position is $53,920/year.

ABOUT UWSCMI

United Way of South Central Michigan (UWSCMI) gathers the power of three legacy organizations-Capital Area United Way, United Way of the Battle Creek and Kalamazoo Region, and United Way of Jackson County-to mobilize financial and volunteer resources, partners, and voices, creating equitable and lasting change for the most vulnerable people in our communities.

Our vision: Strong, caring communities where every person is valued, thriving, and connected for the common good.

Our path: Our work lifts our local communities by reducing racial and economic disparities; addressing the needs of ALICE (Asset-Limited, Income Constrained, Employed) households in financial stability, education, health, and basic needs; and creating opportunities for every person to reach their full potential.

EQUITY, DIVERSITY, AND INCLUSION

UWSCMI is committed to dismantling systemic inequities that continue to cause harm for Black, Indigenous, and other People of Color (BIPOC), Lesbian, Gay, Bisexual, Transgender, Queer, Intersex and Asexual (LGBTQIA+) people, women, and people with disabilities. We believe that these communities must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other marginalized communities. We are continuously building capacity and accountability into our policies, practices, and partnerships. We seek those who can lead and move alongside us in this work.

NOTE

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

BACKGROUND CHECK DISCLOSURE

We require background checks for certain roles. The checks are completed by ProScreening and results are only ever communicated to the Hiring Manager if they may impact someone's employment. We do not use prior arrests, only convictions. These convictions will only be considered as hiring criteria if they are directly connected to the roles & responsibilities of the job (for example, financial related convictions for a finance officer). We know that the criminal legal system is not equitable, and negatively impacts marginalized communities - specifically people of color - at rates much higher than other identities. This is why our background check process is only in place for explicit situations.

TOTAL REWARDS PACKAGE

United Way of South Central Michigan offers a competitive total rewards package including a competitive salary, medical coverage with an employer contribution of 85% towards single coverage and 70% towards dependent coverage, dental and vision with a 90% employer contribution towards single and dependent coverage, life insurance with an employer-paid benefit of 2 times annual salary, short-term disability and long-term disability effective the date of hire. In addition, United Way provides a 10% employer contribution into the 403(b) retirement plan each year with full vesting after 3 years of service and 20 days Paid Time Off, 13 days Paid Sick Time, 5 Paid Volunteer Days, 3 Floating Holidays and 11 Paid Holidays each year (Paid time off, sick time. Paid volunteer time and floating holidays are prorated the first year).