Office Manager​/Executive Assistant

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.

• Manage timesheets and process payroll.
• Provide administrative support to the CEO/Executive Director in a professional manner, maintaining organizational confidentiality.
• Coordinate the schedule of the CEO/Executive Director and brief the CEO/Executive Director each day as necessary.
• Handle financial duties, including accurate depositing and recording of all United Way of Enid & NW Oklahoma funds, maintain proficiency in Quick Books and Donation Tracker, manage accounts payable & receivable, and ensure timely distribution of agency and grant allocations.
• Compose, prepare, and proofread correspondence and other communications for the CEO/Executive Director; ensure quality of all documents leaving the Executive Office.
• Prepare accurate reports as requested by the CEO/Executive Director.
• Transcribe and distribute meeting minutes as requested by the CEO/Executive Director.
• Maintain the accuracy of the United Way of Enid & NW Oklahoma’s policy and procedures book.
• Understand and follow United Way’s policies and procedures.
• Set up meeting rooms and provide refreshments for all meetings related to the office of the CEO/Executive Director.
• Serve as backup to the Workplace Campaign Coordinator when requested by the CEO/Executive Director.
• Produce accurate reports for Donation Tracker.
• Assist auditors in performing the annual audit.
• Reconcile bank and credit card accounts and send financial reports to the accounting firm on a monthly basis.
• Prepare thank-you confirmation letters, leadership letters, and other clerical support as requested by the supervisor.
• Assist in coordinating and planning annual events.
• Support the CEO/Executive Director in matters relating to the board of directors and all committees, ensuring committee protocol is followed.
• Maintain board and trustees’ history, database, current code of ethics, bylaws, and update information in Donation Tracker; keep rosters for the board of directors, executive committee, and other groups current.
• Maintain official files for the board, executive committee, and all signed board committee minutes for the organization.
• Maintain office supplies.
• Assist in other areas as assigned by the CEO/Executive Director.

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 initiative to assist in other initiatives outside of their department.

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.