Administrative Associate

JOB SUMMARY:

Reporting directly to the Vice President, Marketing & Communications, the Administrative Associate will provide administrative and office support to the Vice President, Marketing & Communications and the Marketing & Communications department at United Way of Greater Los Angeles. The Administrative Associate must enjoy working in a fast-paced nonprofit environment that is mission-driven, results-driven, and community-oriented.

The Marketing & Communications department plays an essential role stewarding the United Way of Greater Los Angeles brand and increasing the organization’s awareness and visibility among the general public through integrated marketing and communications strategies incorporating brand marketing, CRM, digital marketing, media relations, social media, content creation, thought leadership, and events. 

 

ESSENTIAL FUNCTIONS:

  • Performs administrative and office support activities for the department. Duties include (but are not limited to):
    • Manage and track the department’s budgets and expenses, process invoices in a timely fashion, and conduct monthly budget reconciliation with Finance Department
    • Field telephone calls, receive, and direct visitors; receive and distribute department mail and packages
    • Create Word documents, Excel spreadsheets, and PowerPoint presentations, data entry input, and department filing
    • Support the Vice President, Marketing & Communications with managing calendars, expense reports, making travel, meeting, and event arrangements, preparing reports and presentations, and training other support team members as needed
    • May assist with overflow work from cross-departmental administrative and executive assistants and fill in for the office receptionist as needed
  • Handle all printing needs for department:
    • Negotiating and secure print bids
    • Communicating with external print vendors
    • Secure approval of proofs by the Vice President, Marketing & Communications
    • Providing final approved artwork
    • Receive and review printed materials for accuracy
  • Press Monitoring:
    • Monitor for press coverage in a timely manner
    • Clip and maintain PR clips
    • Create monthly report of all PR activities and secured press coverage
  • Event Support
    • Support the execution of events such as HomeWalk, affinity group events, press events, etc. as directed
  • Other duties and responsibilities as assigned

 

QUALIFICATIONS:                                                                                                                  

  • Bachelor of Arts degree in English, public relations, journalism, communications or related field preferred
  • Minimum 3 years of relevant office experience where timely turnarounds are required
  • Excellent prioritization, project management and critical thinking skills, with a strong sense of focus, organization, and meticulous attention to detail
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including team members, board members, external partners, and donors
  • Excellent verbal, interpersonal, and written communication skills
  • Enthusiastic team player with the flexibility to re-prioritize, multi-task and switch tasks fluidly in a fast-paced environment with numerous deadlines
  • Proactive and self-motivated to execute on responsibilities
  • Positive, can-do attitude with ability to hit the ground running
  • Ability to communicate and work effectively with cross-functional teams
  • Must thrive under pressure and be able to accept constructive feedback
  • Willing to work flexible hours as needed to support department priorities and events
  • Proficiency with Microsoft Office (Excel, Word, Outlook, and PowerPoint) is essential; experience using Adobe Creative Cloud, Microsoft CRM, or comparable programs is a plus

 

TO APPLY: 

Interested candidates please email a cover letter, resume, and salary history, with the “Administrative Associate” position title in the Subject line, to Hiring Recruiter at recruiter@unitedwayla.org

No phone calls please.

 

 

United Way of Greater Los Angeles is an equal opportunity employer.  We are committed to providing equal employment opportunity for all applicants and employees regardless of race, color, religion, creed, gender, national origin, ancestry, marital status, sexual orientation, age, citizenship status, physical or mental disability, medical condition, or status as a veteran.   Employment decisions are based on merit, qualifications, abilities and business needs.