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Executive Assistant / Facilities Coordinator

Location:Indianapolis, IN
Benefits:Medical, Dental, Vision, Defined Benefit Plan, 403(b) Thrift Plan, Generous Vacation, Holidays, Short-Term Disability, Company Paid Life Insurance and more.
Type:Full Time
Department:Operations - Administrative Professionals

Job Title:

Executive Assistant / Facilities Coordinator


Operations/Finance & Administration

Reports to:

Senior Vice President, Operations and CFO

FLSA Status:


Salary Classification:


The following statements are intended to describe the general nature and level of work being performed. They are

not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.


Summary & Scope:

Provide administrative support for the Senior Vice President of Operations, including accounting/finance and general business operations. Supervise the front desk staff.



Essential Duties & Responsibilities include the following.

  • Provide administrative support to Sr. VP of Operations, Director of Finance/CFO, Director of Audit Services and accounting/finance department.

  • Manage Sr. VP or Operations calendar and scheduled meetings. Assist with Finance, Investment & Endowment and Audit committees' packets and meeting logistics (each meets approximately quarterly).

  • Assist President's office with board meeting packets and other related items.

  • Prepare daily cash receipts log and maintain/update monthly general ledger transaction log and credit card log.

  • Reconcile credit card statements to supporting receipts on a monthly basis.

  • Send tax acknowledgement letters to donors.

  • Perform general office administration functions such as answering phones, distributing mail and financial reports; and maintaining office supplies inventory. Ensure financial related documents are timely accurately filed.

  • Update organizational volunteer database as needed in a timely manner.

  • Coordinate facility-related tasks and issues with employees, tenants, vendors and Hokanson Management. This includes ordering/receiving office furniture and building equipment.

  • Act as a Liaison between our technology vendor/staff (UPIC) and UWCI. Assist with computer equipment inventory and order parts as needed. Coordinate staff technology requests.

  • Oversee and assure conference rooms & break rooms are organized and supplies are adequate. Order supplies and stock as needed (may require pick up).

  • Act as a backup to HR for processing security badges and maintaining building system.

  • Promote a cooperative spirit with all participants of United Way.

Other Duties & Responsibilities

Maintain office supplies in the accounting area. Order supplies as needed. Promote a cooperative spirit with all participants of United Way.

Supervisory Responsibilities:




To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and be physically present in the office. The requirements listed below are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school graduate with at least five years administrative assistant or related training and experience required. Executive-level assistant, 2-4 year degree, and strong accounting background a plus.

Core Competencies

Interpersonal Communications, Integrity/Accountability, Customer Service, Strategic Thinking, Diversity/Inclusion (Staff/Volunteer), Relationship Building, Ability to Work for Diverse Management Styles and in a Busy Work Environment.

Performance Competencies

Use of Technology, Project and Workload Manage, Job Knowledge, Teamwork/Cooperation, Attendance/Dependability

Other Skills and Abilities:

Fundraising software experience is a plus. Demonstrated proficiency in Microsoft's Word, Excel, and Outlook required. Proficiency in Power Point is a plus. Must be able to work with the public, agencies and vendors in a professional manner. Must also be a team player. Ability to work in a fast-paced environment effectively, accurately and independently under strict deadlines and high pressure is critical. Must be very organized and able to handle multiple projects with minimal supervision is required. Must be able to multi-task, take initiative, and be a change agent.


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