Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative and organizational support to the Executive Director and leadership team of United Way of Enid & Northwest Oklahoma. This role ensures efficient daily operations, supports fundraising and community impact initiatives, and serves as a professional representative of United Way throughout the Enid and Northwest Oklahoma region.

• Manage the Executive Director’s calendar, appointments, and meeting logistics.
• Prepare correspondence, reports, presentations, and briefing materials.
• Maintain confidential files and organizational documentation.
• Monitor and respond to incoming communications with appropriate follow-up.
• Coordinate a variety of meetings.

• Serve as liaison to the Board of Directors and committees.
• Prepare agendas, meeting packets, minutes, and follow-up items.
• Maintain board directories, bylaws, and governance records.
• Support board recruitment and onboarding processes.

• Assist with planning and execution of the annual United Way campaign.
• Support donor stewardship, recognition, and data tracking.
• Prepare campaign materials and presentation support.
• Coordinate volunteers related to campaign activities.

• Support communications with partner agencies.
• Assist with community initiatives.
• Maintain partner agency files and reporting documentation.

• Managing timesheets
• Processing payroll
• Complete invoice processing, deposits, and vendor communication.
• Support grant documentation and compliance records.
• Manage office operations.
• Audit assistance
• Allocation distribution
• Donation Tracker reporting expectations

• Assist with newsletters, announcements, and social media content.
• Maintain donor and contact databases.
• Support media outreach and promotional efforts.

• Technical certification, Associate or bachelor’s degree preferred; equivalent experience considered.
• Minimum of three years of administrative or executive support experience.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office; CRM experience preferred.
• Proficiency in AR/AP, Quick Books and accounting principles.
• Excellent organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Commitment to United Way’s mission and values.