Job Title: Executive Assistant, Board Specialist
Status: Full-Time
Department: Community Impact
Grade: Confidential
Date Prepared: 06/2026 FLSA Status: Exempt
POSITION OVERVIEW: Provide high quality, accurate administrative management and support to the Milwaukee Continuum of Care (CoC) Board, United Way Board Committees, and the Community Impact Division (CID). Specific CoC Board and United Way Board Committee responsibilities include volunteer management, governance of policy documents, bylaws, meeting notices, agendas, meeting schedule, minutes, community rosters, and member terms. Support for United Way Board Committees include Finance, Audit, Investment, Community Impact, Policy, and Marketing & Communications. Community Impact Division support includes supporting staff meetings, managing a shared calendar, developing documents and external communications, volunteer management, and assisting the Vice President, Community Impact. This position reports to the Vice President, Community Impact.
ESSENTIAL JOB FUNCTIONS and EXPECTED OUTCOMES include the following. Other duties may be assigned.
ADMINISTRATIVE SUPPORT for the CONTINUUM OF CARE-
Provide administrative support for the Milwaukee Continuum of Care (CoC).
- Coordinate meeting set up and materials for the CoC including scheduling, sending meeting notices, handling meeting set-up, meeting space reservations, preparation of meeting materials/supplies, contacting Board members, and preparing agendas.
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Prepare minutes and take meeting notes for all CoC Board meetings and distribute minutes once approved by CoC Director.
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Manage sharing and access of Board agendas, minutes, and any additional materials needed for meetings.
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Support, coordinate, and maintain CoC Board of Directors by-laws, governance charter, and other policy documents.
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Coordinate all administrative aspects for the nominating process for recruitment of new board members including preparing correspondence, maintaining records, board term records, and requesting/receiving candidate information.
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Coordinate onboarding activities for new Board members and ensure they have all background material needed to properly fulfill their roll on the Board.
- Coordinate Provider Advisory planning meetings ensuring that Agency Directors are scheduled to appropriately attend meetings.
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Track progress on CoC strategic goals as designed by CoC Leadership Group.
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Share accurate and timely information to ensure that Board Members can be an active member of CoC Leadership Group.
- Lead coordination of individuals with lived experience (LEI) within the CoC and ensure they can attend all meetings as needed, all materials are accessible, participation is accurately recorded and maintained, and coordinate with finance to ensure that LEI receive participation incentives at agreed upon terms.
- Distribute information on CoC strategic goals to the wider CoC Leadership Group and within United Way.
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Maintain and update HUD Code of Conduct and HUD Written Standards with HUD as required by grant.
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Learn and maintain a working knowledge of Continuum of Care systems, including Coordinated Entry, Shelter and Transitional Housing Task Force, and Homeless Management Information Systems.
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Maintain confidentiality of sensitive information and data.
UNITED WAY BOARD COMMITTEE SUPPORT-
Lead coordinator for Board Committee meeting activities as requested, including scheduling, meeting notices, set-up, preparation of materials/supplies, produce and update name tents, member contact, basic memo writing, writing meeting minutes, developing agendas, and follow-up.
- Coordinate the production of Board Committee documents and materials including the agenda and handouts.
- Maintain confidentiality of sensitive information and data related to all Board Committees, with particular attention to Finance, Audit, and Investment Committees.
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Proofread and format documents to ensure accuracy.
- Maintain updated and accurate Board Committee rosters, including current contact information, throughout the year.
- Lead Board Committee data entry into CRM system, including Board Committee roster development & maintenance, volunteer hours tracking, and Board Engagement Report tracking.
COMMUNITY IMPACT DIVISION SUPPORT-
Schedule all Community Impact staff meetings and support scheduling of cross-department meeting involvement.
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Maintain Community Impact shared Outlook calendar (CID Events). Ensure all team members have access to and are utilizing shared Outlook calendar.
- Assist in the development of Community Impact related Board of Directors meeting documents, in partnership with the Vice President, Community Impact and Director, Public Policy.
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Proofread and format documents to ensure accuracy.
- Prepare grant award letters, email notifications, meeting/event invitations, rsvp management, and reminders from dictation, verbal direction, or from knowledge of the organization and send communications on behalf of Community Impact Division staff, upon request.
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Manage Community Impact Division credit card purchases, coding, and reconciliation. This may include meetings and conference registration and supply purchasing.
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Maintain updated and accurate Key Initiative Advisory Council rosters, including current contact information.
- Lead Key Initiative Advisory Council data entry into CRM system, including Advisory Council roster development & maintenance and volunteer hours tracking.
- Coordinate and provide administrative support of the CID Policy and Procedure manual.
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Set-up files in an orderly manner to ensure easy retrieval and to maintain significant historical information.
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Maintain Vice President, Community Impact calendar, upon request, including scheduling, coordinating, updating, and adjusting meetings.
ADMINISTRATIVE BACKUP SUPPORT-
Understand administrative procedures and be able to provide backup to all other department support staff.
- Collaborate with all other administrative staff of the organization by sharing best practices and knowledge; improving processes and procedures; and prioritizing strong communication across functional areas.
- Attend Admin Meetings.
RECEPTION AREA COVERAGE-
Cover reception areas breaks and lunches on designated days and as needed on other days.
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Work with reception/admin team to ensure coverage when you are not available on your scheduled day.
- Route business calls to the appropriate staff members.
- Assess situations and obtain help as needed for visitors and callers, including referring to 211 or other services.
OTHER DUTIES-
Actively participate in United Way special workgroups and projects as assigned.
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Coordinate, produce, and implement special projects and activities as assigned. Handle on-going and ad hoc assignments including development and research of details for projects, the organizing of data for projects, planning and handling logistics.
EDUCATION and EXPERIENCE REQUIREMENTS-
High school diploma or GED and minimum six (6) or more years of progressively responsible experience.
- Experience working with the Milwaukee homeless system preferred.
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Experience with scheduling executives.
- Demonstrated skills in letter and memo writing and development. Demonstrated attention to detail and organizational details.
- Demonstrated ability to work with diverse community stakeholders.
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Demonstrated discretion and integrity in handling sensitive and confidential information.
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High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, or other similar programs.
- High level of proficiency working within United Way’s CRM.
OTHER QUALIFICATIONS-
Exceptional time management, prioritization, and organizational skills.
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High attention to detail and accuracy.
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Excellent verbal and written communication skills. Ability to produce error-free documents.
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Strong editing, proofreading, and executive-level document preparation abilities.
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Self-starter with the ability to anticipate needs and act independently.
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Proactively communicates with team members on status of projects, tasks and deadlines.
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Adaptable and responsive to shifting priorities and urgent, last-minute requests.
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The ideal candidate is highly organized, resourceful, and anticipatory, with the ability to manage competing priorities in a fast-paced environment.
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Ability to produce and edit complex spreadsheets that include formulas. Ability to manage multiple calendars.
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Ability to remain productive and calm in a fast-paced, complex, and sometimes stressful environment using technical and interpersonal skills.
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Strong analytical abilities and demonstrate the ability to anticipate problems and identify and implement solutions when needed.
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Recognize tasks, implement and follow through to completion.
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Problem solve and work with flexibility.
- Read and interpret general business periodicals, professional journals, or technical procedures.
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Effectively present information and respond to questions from groups of managers, customers, other employees, and the general public.
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Communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds.
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Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
CORE COMPETENCIES-
Mission-Focused. The top priority for all United Way professionals is to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivation.
- Relationship-Oriented. United Way professionals understand that people come before process and are astute in cultivating and managing relationships toward a common goal.
- Collaborator. United Way professionals understand the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
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Results-Driven. United Way professionals are dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
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Brand Steward. United Way professionals are stewards of the brand and understand their role in growing and protecting the reputation and results of the greater network.
PHYSICAL DEMANDS
The physical demands at UWGMWC are representative of what is needed to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
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While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop and occasionally kneel.
- Specific vision abilities required by this job include close vision requirements due to computer work.
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Light to moderate lifting is required (such as loading paper into a paper tray).
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Regular, predictable attendance is required; including overtime as business demands dictate.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
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Moderate noise (business office with computers, phone, printers and light traffic).
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Ability to work in a confined area.
- Ability to sit at a computer terminal for an extended period of time.
AMERICANS WITH DISABILITIES: It is the policy of UWGMWC to comply with all relevant and applicable provisions of the Americans With Disabilities Act (ADA), as amended. UWGMWC will not discriminate against any qualified applicant with respect to any terms, privileges or conditions of employment based upon an individual’s physical or mental disability. UWGMWC will also make reasonable accommodation whenever and wherever possible for all employees or applicants with disabilities provided that the individual is otherwise qualified to safely perform the duties and assignments required by the job, and provided that any accommodation does not require significant difficulty or expense. UWGMWC’s policy of non-discrimination applies to all personnel and employment practices including, but not limited to, job application procedures, hiring, advancement, termination, compensation, job training and other terms, conditions and privileges of employment.
EQUAL OPPORTUNITY EMPLOYER: It is the policy of UWGMWC to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status or military service, or other non-merit factor or other legally protected characteristic. This applies to all recruiting, hiring, placement, training, promotion, compensation, transfers and other employment-related programs and personnel actions.
BELONGING & INCLUSION STATEMENT: Belonging & Inclusion is a core value at United Way of Greater Milwaukee & Waukesha County. We strive every day to enhance the culture of belonging and are passionate about building and sustaining an inclusive and equitable working environment. We believe this allows us to attract, retain the best possible colleagues to use their full gifts to serve our community. We are looking for other great colleagues who are excited about this important work.
This job description indicates the general nature and work level performed by employees within this position. It is not designed to be a comprehensive inventory of all duties and qualifications required. The duties and/or requirements of this position may be modified, added, or deleted at any time. Other duties may be assigned.
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