Director, Executive Office

United Way   •  

Madison, WI

Industry: Non-Profit


8 - 10 years

Posted 368 days ago

Purpose of Position:  Provides leadership and operational oversight for the Office of the President/CEO.  Serves as the principal support for the President/CEO and liaison to the Board, handling matters of organizational importance as requested and as appropriate.  Administrates and coordinates top-level functions pertaining to the overall activities of the organization.  Assists with and relieves the president of a variety of tasks and communications with senior staff, leadership volunteers, community leaders and partners.  Demonstrates ability to initiate and perform effective research and follow-up on a wide range of administrative and organizational projects. Must be able to consistently perform high quality work that promotes and enhances the work of United Way of Dane County in the community.  Maintains effective and professional working relationships with top community leaders and interacts with key staff and volunteers.

Key Responsibility Area:

1.         Provides comprehensive strategic and administrative support to the CEO and executive office.

a. Identifies problems and recommends or implements solutions on an organizational basis.  Operates with a high degree of independent judgment to relieve the president of administrative and business detail, including designing & implementing new Executive Office procedures to increase efficiency and productivity.

                     b. Develops action plans needed to help president                         accomplish his/her annual goals and objectives. 

c. Plans & schedules president’s calendar and organizes president’s activities.

d. Manages the annual review process for the President and Executive Team.

 e. Represents the office of the president where necessary in external and internal meetings including other varied duties such as meeting notices, registration, greetings, arrangements for meetings, etc.

                     f.  Conducts research as necessary on issues of                                   importance and sensitivity; producing briefing materials                       and information for the President and/or external                                   constituents.

                     g. Manage corporate and other confidential files.

h. Composes and prepares correspondence, board chair and other lead volunteer briefs and other written materials.

2.         Manages flow of information through the office of the                            president.

                     a. Takes initiative to independently address a variety of                        matters and makes autonomous decisions according to                        established policy, on behalf of the president.

b. Working with the Executive Team, determines person(s) responsible for action and follows-up as necessary.

                     c. Acts as liaison between the president, public and                             other organizational personnel.

d. Handles calls, written correspondence and emails on  behalf of the CEO or directs to appropriate staff.

3.         Responsible for inter-departmental liaison and coordination of              the executive team.

                     a. Develops executive-team meeting (regular and                                 special) agendas and Board and Executive Committee                         agendas in collaboration with the executive team.

b. Leads compilation of material, workplan and orientation for Board, Executive Committee, Executive Committee Retreat, Nominating Committee and other groups in collaboration with the executive team.

4.         Overall management of the office of the CEO including                        meetings of the Board of Directors & Executive Committee,                  Annual Business Meeting, special committees (e.g. Search                  Committee) and other outside personnel.

                     a. In consultation with the President/CEO, prepare                               agendas for internal and external meetings involving the                       President.

b. Schedules, arranges and attends meetings.  Duties include logistical support, preparation and distribution of materials, taking and composition of meeting notes, and all necessary follow-up.

c. Works closely with Board and other volunteers and top community leaders. Prepare and provide written briefs for Board chair for monthly meetings.

d. Oversees the annual process of Nominating & Governance Committee functions including communications, nominations  & elections of board and Nominating Committee members, including recruitment and onboarding of new members. Identifies and recruits annual board mentors and oversees orientation process. 

Job Relationships:

External: United Way of Dane County -- Volunteer Board of Directors, Executive Committee and other members,  Alexis de Tocqueville members; community leaders; public officials; United Way Worldwide leadership and other United Ways; and agency executives and board members.

Internal: Direct interaction with executive team, all other staff and various United Way committees. Upon request, assists in other functional areas.

Education: A college degree is preferred.  High school education, supplemented by specific training in business and business-related subjects may be considered in lieu of. 

Experience: Minimum of 8years experience performing examples of work above. Experience working with CEOs or senior management desirable. Event planning and social mediaexperience a plus. 

Knowledge: Knowledge of executive-level office procedures, administrative-level coordination skills, computer skills and budget management.  Background in oral and written communications.