Office Coordinator

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Direct message the job poster from United Way of Wisconsin

Reports to: President & CEO

Location: Madison, WI

Salary: $52,000 to $55,000 annually

The Executive Office Coordinator provides comprehensive executive support to the President and CEO while overseeing the efficient daily operations of the office. This position encompasses a wide range of administrative and programmatic responsibilities essential to ensuring effective team performance. The ideal candidate will possess exceptional organizational abilities, demonstrate dedication to the organization's mission, and collaborate effectively in a dynamic environment. The coordinator exemplifies servant leadership, exercises prudent judgment and discretion, and actively contributes to process improvement through teamwork.

United Ways enhances lives and strengthens communities by collaborating with partners to address disparities and create opportunities, enabling all individuals in Wisconsin to flourish. United Way engages partners, donors, volunteers, and community leaders to confront the underlying causes of complex challenges, generating meaningful outcomes for residents across the state. Our statewide initiatives include 211 Wisconsin, Volunteer Wisconsin, Workforce Development, and Techquity Wi.

In addition, we offer member support services to both local and independent United Ways throughout Wisconsin, as well as operating 211 regional contact centers.

Candidates are expected to possess robust analytical and critical thinking skills, adeptly manage multiple priorities and routine activities within the Executive office, exercise sound judgement, and demonstrate effective teamwork. The ideal candidate excels in clear communication, exhibits technical proficiency, analytical acumen, prudent judgement, and maintains a strong operational orientation. A commitment to enhancing team performance and supporting the implementation of United Way's strategic objectives is essential.

Additionally, the individual should have outstanding listening skills, exhibit initiative and enthusiasm, and consistently demonstrate integrity and compassion toward team members and the broader community.

The duties below are examples only; similar or related tasks may also be assigned.

• Coordinate internal/external virtual and in-person meetings and events; draft correspondence, talking points, and follow-ups; maintain contact lists and relationship histories.
• Collaborate with various departments to gather data and insights for presentations and meetings.
• Serve as a liaison between the Executive office and other departments and external partners.
• Represent the executive office on cross functional teams including coordinating Executive involvement.
• Manage the CEO’s calendar, prioritize requests, schedule and reschedule as needed, and prepare daily briefings, agendas, and materials.

• Partner with CEO and leadership to schedule board and committee meetings.
• Produce agendas, packets, and supporting materials.
• Serve as liaison for board members, ensuring timely communication and coordination.
• Maintain accurate records of board actions and compliance documentation.

• Maintain an organized, efficient office: inventory supplies, place orders, manage vendors, and oversee common spaces.
• Coordinate office procedures and shared resources; keep standard operating procedure guides current.
• Backup support to accounting, audit and other contract services including preparing check requests, expense tracking, and file maintenance.
• Resolve common technical issues, manage licenses, maintain hardware/software, and consult with IT consultants for complex issues.
• Maintain shared drives/SharePoint structures and permissions in partnership with data stewards.
• Follow standard operating procedures and contribute to process improvements by mapping workflows, identifying friction points, and drafting updated SOPs for review/approval.