Job Description

Job Description

Position Title: Coordinator, Executive Office

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.

ABOUT UNITED WAY OF WISCONSIN

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.

CORE COMPETENCIES

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.

ESSENTIAL DUTIES AND RESPONSIBILTIES:

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

Executive Support and External Relations

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

Board Meeting Coordination

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

Office Management

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

Culture and People Support

1. Assist with recruitment coordination, onboarding checklists, and orientation materials.
2. Support HR documentation: SOPs, policy updates, annual evaluation timelines, training coordination, and confidential record keeping.
3. Coordinate compliance items and track completion.
4. Steward culture-building activities and team gatherings, including coordination, catering, agendas, and communications.

Program and Initiative Support 

1. Assist CEO and leadership with special projects and strategic initiatives.
2. Conduct research, compile data, and prepare summaries for decision-making.
3. Support member requests for operational data, surveys, and reporting.

Confidentiality and Discretion

1. Preserve the confidentiality of discussions and/or privileged information.
2. Uphold company policies and procedures regarding data protection and privacy.
3. Perform other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

1. Over four years of experience as an Executive Assistant or office coordinator supporting senior executives, with nonprofit or public sector backgrounds considered an asset.
2. Proven ability to manage multiple priorities and projects at once, consistently maintaining exceptional mindfulness.
3. Demonstrates a servant leadership approach, excellent people skills, and composure under pressure.
4. Skilled in handling confidential information with discretion and sound judgement.
5. Highly proficient in Microsoft Word, Excel, and PowerPoint; virtual platforms and organizing SharePoint.
6. Exceptional written and verbal communication skills with a talent for preparing clear, concise documents for executive audiences.
7. Able to build and maintain positive relationships while keeping an optimistic attitude.
8. Strong critical thinking and problem-solving abilities, effective both independently and as part of a team.

Preferred

1. Experience supporting board/committee coordination and governance materials.
2. Comfort with light analytics and producing executive‑ready visuals in PowerPoint.
3. Vendor coordination and basic purchasing compliance.

Core Competencies

1. Planning & Priority Management: Balances executive priorities with operational needs; anticipates bottlenecks.
2. Problem Solving & Recommendations: Frames issues, analyzes options (cost/benefit, risk), and proposes practical recommendations.
3. Communication & Executive Presence: Adapts tone for internal/external audiences; represents the CEO with professionalism.
4. Collaboration & Servant Leadership: Builds trust across teams; supports colleagues and advances the mission.
5. Confidentiality & Ethics: Upholds privacy and compliance in all matters.

Working Conditions

1. Ability to lift/move office supplies (up to ~20 lbs.) and set up virtual and in-person meeting spaces.
2. United Way of Wisconsin is committed to equal opportunity employment and an inclusive workplace.

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