Job Title: Executive Assistant & Office Manager

Department: Administration / Office of the Executive Director

Reports to: Executive Director/CEO

Status: Non-exempt, Full-time

Revised: October 2026

Purpose of this position: The purpose of this position is to assist the CEO/Executive Director in the smooth functioning of the United Way of Enid & NW Oklahoma and the success of the organization.

Position Summary: The Executive Assistant & Office Manager provides high-level, confidential administrative, financial, and organizational support to the Executive Director/CEO and leadership team of the United Way of Enid. This person understands the annual campaign, knows our donors and partner agencies, understands our financials, and is fluent in nonprofit board governance. The role produces board and committee agendas and minutes, prepares meetings from start to finish, helps coordinate events, and ensures efficient daily operations of the office. Because this person is often the first point of contact for donors, volunteers, partner agencies, and the public, they must represent United Way with warmth, professionalism, and sound judgment at all times.

Education: Bachelor’s Degree preferred. Must have a minimum of two years of related work experience and an Associate's degree, or equivalent combination of experience and education. 

Experience Required: A minimum of two years of administrative support, office management, or similar experience, with nonprofit experience strongly preferred. Experience supporting a board of directors, working with donors or fundraising campaigns, and basic bookkeeping/accounting is preferred. Event planning, bilingual abilities, and layout and design experience are a plus, but not required.

Essential Knowledge and Skills to perform this position:

• Working knowledge of nonprofit board governance, including bylaws, committee structure, quorum, motions and voting, conflicts of interest, and the board’s fiduciary role.
• Ability to produce clear, accurate, and professional board and committee agendas, meeting packets, and minutes.
• Understanding of the United Way annual campaign, workplace campaigns, donor recognition levels, and the importance of donor stewardship and retention.
• Understanding of financials, including budgets, financial statements, restricted vs. unrestricted funds, pledges and receivables, and partner agency allocations. QuickBooks knowledge is a must.
• Strong written and verbal communication skills, with a polished, friendly, and professional presence in person, on the phone, and in writing.
• Exceptional organizational skills; able to manage multiple priorities, anticipate needs, and meet deadlines with minimal supervision.
• Sound judgment, discretion, and the ability to handle confidential donor, personnel, and financial information with integrity.
• Proficient in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint) and comfortable learning new systems, including donor database/CRM software.
• Ability to work effectively with community leaders, board members, donors, volunteers, partner agencies, and staff.

Essential Duties and Responsibilities:

Executive Support & Leadership Partnership

• Manage and monitor the Executive Director/CEO’s calendar, set appointments, and provide daily briefings, background information, and materials needed for each meeting.
• Anticipate needs, track deadlines and follow-up items, and ensure commitments made by the Executive Director/CEO are completed on time.
• Compose, prepare, and proofread correspondence, reports, and presentations; responsible for the quality of all documents leaving the Executive Office.
• Prepare accurate reports as requested by the Executive Director/CEO.
• Serve as a liaison between the Executive Director/CEO and board members, donors, partner agencies, staff, and the public, using discretion and good judgment.

Campaign & Donor Relations

• Understand the annual campaign goals, strategy, timeline, and progress, and be able to speak knowledgeably about them to donors, volunteers, and the community.
• Maintain accurate donor and pledge records in donor database/CRM software, process gifts and pledges, and produce accurate campaign and donor reports.
• Prepare gift acknowledgments, thank you and confirmation letters, leadership letters, and tax receipts in a timely manner.
• Serve as backup to the Workplace Campaign Coordinator and support workplace campaigns as requested by the Executive Director/CEO.

Financial Management

• Accurately deposit and record all United Way of Enid & NW Oklahoma funds; highly proficient in QuickBooks and donor database/CRM software.
• Manage accounts payable and accounts receivable, and ensure timely distribution of partner agency and grant allocations.
• Reconcile bank and credit card accounts and send financial reports to the accounting firm monthly.
• Manage timesheets and process payroll.
• Understand the organization’s budget and financial reports well enough to help the Executive Director/CEO prepare financial information for the Finance Committee and Board.
• Assist the auditors in preparing for and completing the annual audit, and support preparation of the Form 990 and other required filings as needed.

Board Governance & Committee Support

• Support the Executive Director/CEO in all matters related to the Board of Directors, Executive Committee, and all standing and ad hoc committees, ensuring proper governance and committee protocol are followed.
• Coordinate board and committee meeting schedules; prepare and distribute agendas, meeting notices, and board packets in advance of each meeting.
• Attend board and committee meetings as requested; record and produce accurate, timely minutes that reflect motions, actions, and decisions, and track action items to completion.
• Track attendance, quorum, terms of service, and conflict-of-interest and code-of-ethics statements for board members.
• Maintain official board records, including signed minutes, bylaws, policies, resolutions, the code of ethics, and board and trustee history.
• Maintain current rosters for the Board of Directors, Executive Committee, and other committees, and keep this information up to date in donor database/CRM software.

Meetings, Events & Hospitality

• Prepare for meetings from start to finish, including scheduling, reserving space, room set-up and tear-down, audio/visual needs, printed materials, name tags, and sign-in sheets.
• Plan and coordinate food and beverage for meetings and events, including ordering, catering coordination, dietary considerations, budgeting, set-up, and clean-up.
• Assist in coordinating and planning annual events, campaign kickoffs, donor and volunteer recognition events, and other special events, including vendor coordination, logistics, supplies, and on-site support.
• Ensure every meeting and event reflects the quality, hospitality, and professionalism of United Way.

Office Management & Operations

• Manage the daily operations of the office, including phones, mail, visitors, and front-office hospitality.
• Order, track, and maintain office supplies, equipment, and materials within budget.
• Coordinate with vendors and service providers for the office, equipment, technology, and building needs.
• Maintain and ensure the accuracy of United Way of Enid & NW Oklahoma’s policy and procedures book, and understand and follow all United Way policies and procedures.
• Maintain organized, secure, and confidential filing and record-keeping systems, both paper and electronic.

General

• It is the duty of all United Way employees to recruit, recognize, and reward volunteers and donors.
• It is the duty of all United Way employees to take the initiative to assist in other initiatives outside of their department.
• Assist in other areas as assigned by the Executive Director/CEO.
• It is imperative that this position maintains the utmost confidentiality with all matters and areas within the office of the Executive Director/CEO. Demonstrate commitment to the United Way Code of Ethics in all interactions with constituents.

To meet objectives, the employee would regularly deal with the following staff and volunteers: Executive Director/CEO, Board of Directors and Executive Committee, committee chairs and volunteers, Campaign Chair and campaign volunteers, Workplace Campaign Coordinator(s), Partner Agency Directors and Volunteer Coordinators, accounting firm and auditors, vendors, community leaders, and all donors.

Work Schedule: Standard office hours with occasional early morning, evening, and weekend work required for board and committee meetings, campaign activities, and special events.

Equipment and Software Operations:

This position may operate any/all of the following equipment:

• Telephone
• Computer, scanner, printer, and related equipment
• Copy machine
• Audio/visual and presentation equipment for meetings and events

Computer software may include any or all the following:

• Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Publisher)
• Donor database/CRM software QuickBooks
• Canva, Photoshop, and/or Illustrator
• Video conferencing platforms (Zoom, Teams, etc.)

TO APPLY, SEND YOUR RESUME TO JENNIFER@UNITEDWAYENID.ORG

Physical Activity: In the course of performing this work, the staff will spend substantial time sitting, standing, speaking, and listening. Must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds, including setting up tables, chairs, supplies, and food and beverage for meetings and events. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. This position must be able to perform this job safely, without endangering their own health or the safety of themselves or others.