Job Description

Job Description

Job Description

Job Title: Senior Administrative Assistant

Department: People and Culture

Reports To: Executive Vice President of People and Culture, Vice President of Human Resources

Job Description

The Senior Administrative Assistant functions the primary support for Executive Level Leadership, performing various administrative duties to support the division/department that require knowledge of office routine, and an understanding of UNCF procedures related to the division/department. This position maintains the highest level of professionalism and confidentiality and ensures optimal effectiveness through appropriate prioritization, coordination, and communication of administrative activities.

ABOUT UNCF

The United Negro College Fund (UNCF), the nation’s largest and most effective minority education organization, has been an engine of minority educational achievement for more than 70 years. UNCF’s mission is to build a robust and nationally recognized pipeline of black students who, because of UNCF support, become highly qualified college graduates. In addition, UNCF ensures that its member institutions remain respected models of best practices in moving students to and through college. Since its inception in 1944, UNCF has raised over $4.5 billion in private support, distributed more scholarships to help minorities attend school than any entity outside of the federal government, and enabled more than 425,000 minority and low-income students to graduate from UNCF’s member historically black colleges and universities (HBCUs) and launch professional careers. UNCF is committed to closing the educational attainment gap between African Americans and other populations by increasing postsecondary access and success for students from underrepresented groups, particularly low-income and first-generation students.

Primary Responsibilities and Duties

Provide support to VP, Human Resources and EVP, People and Culture with organization, scheduling, correspondence, and meetings.

Manage schedules and communications of key company executives.

Take responsibility and ownership of office organization, project management, deadline compliance, and important documents and files.

Prioritize emails and phone calls, gathering documents for meetings, and coordinating travel arrangements.

Handle confidential information with the utmost discretion and professionalism.

Assist in planning and executing initiatives and special projects as directed by the VP and/or EVP, People and Culture.

Establish and maintain effective cooperative professional business relationships with all levels of management, employees, and outside clients.

Administrative support duties will include, but not limited to, the following:

• Invoice, billing reconciliation, and expense reports for the HR Leadership team.
• Maintain time off calendar for the HR team to include sick, vacation, and summer days.
• Draft correspondence and memoranda, edit meeting minutes, create PowerPoint slides, answer and screen the senior executive’s phone calls and direct inquiries to the proper party within the team.
• Provide appropriate materials to prepare the senior executive in advance of upcoming meetings.
• Coordinate meeting arrangements, including scheduling conference rooms, setting up refreshments; ordering catering, making logistical arrangements, and assembling necessary background material for scheduled meetings.
• Coordinate onboarding plans, including technology, materials, and meetings for any new direct reports on the HR team.
• Create PowerPoint presentations and assist with developing and updating Excel spreadsheets and other documents.
• Prepare event and meeting materials including assisting with the creation of presentations, handouts, and other related materials, as well as printing and collating materials for the Human Resources team, the Senior Leadership team, and the Board of Directors.
• Provide backup assistance to other administrative support team members as needed.
• Other duties as assigned.

Supervisory Responsibilities

No supervisory responsibilities.

Qualifications

EDUCATION AND EXPERIENCE

High school diploma required; bachelor’s degree preferred with a minimum of 7 years administrative assistance/secretarial experience required.

SOFTWARE SKILLS REQUIRED:

Knowledge of O365 with intermediate to advanced knowledge in Word and Excel. Must be proficient in mail merges and correcting source or cell errors. Must be proficient in the manipulation of Excel formulas.

OTHER SKILLS AND ABILITIES

Excellent phone etiquette; strong organizational, interpersonal, and listening skills.

Ability to work under pressure, in a fast-paced, deadline-oriented environment, with a high level of professionalism and confidentiality.

Must have experience with complex scheduling and calendar management.

Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner.

Must display initiative and the ability to work well independently and demonstrate exceptional customer service skills.

Acting as a proactive creative problem solver, liaison, and facilitator in managing support responsibilities

Must be a self-starter, cooperative, and work well in a group.

Compensation and Benefits

Benefits include:

Medical, Dental & Vision

Vacation, Sick & Personal Leave 

Life Insurance (Basic & Optional)

Flex Spending Accounts

403(b) Retirement Account

Holiday Savings Plan

Salary Range: $68,900.00 - $76,500.00 Salary is commensurate with experience. This position requires at least 4 days in the office at UNCF’s Washington DC Headquarters building.

UNCF is EOE M/F/D/V

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