Senior Executive Assistant, Marketing and Communications

Reports to: Senior Vice President & Chief Marketing Officer

Position Description: The Senior Executive Assistant, Marketing and Communications (MarComm) plays a critical role in supporting the Senior Vice President (SVP) to manage priorities and communication. S/he is also a key administrative resource for the MarComm team and across the organization, including regular interfacing with the Office of the President and CEO.

Job Responsibilities:

  • Completes a broad variety of administrative tasks for the SVP including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents and presentations for donor-related meetings.
  • Plans, coordinates, and ensures the SVP’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the SVP's time.
  • Maintains SVP communications in a donor database.
  • Assists SVP with Board-related meeting preparations throughout the year. Responsibilities include: coordinating and communicating meeting logistics efficiently, developing agenda and corresponding materials for meeting books, managing production of printed materials, drafting and transmitting minutes and reports.    
  • Develops, implements, and maintains best departmental practices for administrative policies, especially purchasing (i.e., invoicing and credit card, travel and expenses, food ordering).    
  • Prepares and processes purchase order forms for departmental requisitions. Maintains purchasing records.
  • Tracks and reconciles monthly departmental credit card purchases. 
  • Assists in tracking all general expenses against departmental budget. 
  • Maintains office supply inventory, places orders with Senior Administrative Coordinator, and verifies receipt of supplies. 
  • Represents MarComm as part of United Way of New York City's Administrative Core Team. Effectively communicates general administrative policies and updates to MarComm. Is a resource for team members on purchasing policies, credit card policy, Concur web portal, as well as food and office supply ordering.
  • Manages departmental records retention function, ensuring that documents are appropriately filed, archived, or destroyed in accordance with organizational policy.

Skills, Knowledge and Experience:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving
  • Emotional maturity
  • Highly resourceful team-player with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • A passion for UWNYC’s mission, vision, and accomplishments 
  • Bachelor's degree required
  • 1–2 years of experience supporting C-Level Executives, preferably in a nonprofit organization
  • Experience and interest in marketing and fundraising a plus
  • Proficient in Microsoft Office (Outlook, Word, Excel, SharePoint, and PowerPoint), Adobe Acrobat, and social media web platforms.
  • Knowledge of Concur Solutions and ANDAR donor database a plus 

Key Competencies:

  • Effective Communicator
  • Superior Performance
  • Integrity
  • Collaboration
  • Planning and Project Management
  • Entrepreneurial and Innovative
  • Embracing and Managing Change

How to Apply:

Please send cover letter with salary requirements and resume to with the title "Senior Executive Assistant, Marketing and Communications" in the subject line.

United Way of New York City is an Equal Employment Opportunity Employer