Job Description

United Way Quad Cities is looking for a highly organized, detail-oriented Administrative Associate to support the CEO, COO, and senior leadership team. This trusted role is essential to keeping our executive operations running smoothly while ensuring that key relationships—with donors, board members, partners, and internal teams—are managed with care, discretion, and professionalism.

Responsibilities

• Provide direct administrative support to the CEO and COO, including calendar management, meeting coordination, and timely follow-up
• Prepare executive-level correspondence, presentations, and confidential materials with accuracy and discretion
• Coordinate logistics for board and leadership meetings—scheduling, agenda prep, minute-taking, and action tracking
• Act as a liaison between executive leadership and internal/external stakeholders
• Manage donor pledge records, communications, and acknowledgments for Tocqueville and Emerging Leaders Society members
• Support strategic donor stewardship efforts, helping ensure an exceptional experience for key supporters
• Maintain daily office operations—managing supplies, vendors, mailings, and administrative support across teams
• Assist with select finance tasks (e.g., deposits) to ensure proper internal controls
• Contribute to a positive, professional, and mission-driven organizational culture

Qualifications

• 2–4 years of experience in executive support, administration, or operations
• Exceptional organizational and multitasking skills; able to prioritize and adapt in a fast-paced environment
• Strong written and verbal communication skills with high attention to detail
• Demonstrated discretion in handling confidential information and high-level relationships
• Professional, service-oriented approach with a positive, solutions-focused mindset
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with donor CRMs a plus
• Self-starter with strong follow-through and the ability to work independently
• Comfortable coordinating across teams and supporting senior leaders in a mission-driven environment

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