Executive Assistant

The Utah Domestic Violence Coalition (UDVC) is a nationally recognized leader in its mission to end domestic violence through advocacy, education, collaboration, and leadership. As Utah’s statewide coalition, UDVC works with community-based organizations, law enforcement, healthcare providers, and policymakers to create a unified, survivor-centered response to domestic violence.

Our member programs provide vital services such as emergency shelter, legal assistance, advocacy, and outreach, with a focus on serving rural and diverse communities. Committed to systemic change, UDVC addresses the root causes of violence through prevention, public awareness, and policy advocacy, imagining a future where all individuals and families live free from violence and are empowered to thrive.

We strongly encourage people of color, people from historically marginalized communities, persons with disabilities, and others who would bring additional dimensions of experience to our community to apply. The Utah Domestic Violence Coalition is an equal-opportunity employer committed to workforce diversity.

JOB SUMMARY:

The Executive Assistant will provide high-level administrative support to the Executive Director and the Utah Domestic Violence Coalition (UDVC). This role ensures smooth day-to-day operations, fosters effective communication and collaboration between remote and in-person staff, and supports governance activities. The Executive Assistant will manage vendor relationships, oversee procurement and inventory, and assist UDVC at internal and external meetings and events.

CORE RESPONSIBILITIES:  

Financial Management:

• Monitor petty cash and ensure accurate record-keeping.
• Oversee procurement and inventory management.
  • Assist with purchasing and travel arrangements.
  • Manage vendor relationships and contracts.
  • Overseeing office supplies and equipment.
  • Ensuring a smooth operation of daily office activities.
  • Creating, implementing, and maintaining office policies and procedures.
• Collect employee expense reimbursements and ensure all receipts and necessary documentation are in order before submitting to the Director of Finance & Human Resources.

Operational Support:

• Oversee day-to-day operations, including facilities and remote-staff support.
• Ensure effective communication and collaboration between remote and in-person staff.
• Schedule, organize, and support virtual and in-person meetings as requested.
• Coordinate office maintenance and repairs.
• Coordinate staff training and professional development opportunities.
• Assisting with event planning and execution.

Administrative Support:

• Managing calendars and scheduling meetings.
• Travel arrangements
• Handling correspondence and communications.
• Preparing reports, presentations, and documents.
• Ensure that prior records are archived for 7 years (physical and virtual files).
• Represent UDVC at external meetings and events as needed.
• Stay updated on industry trends and best practices in nonprofit management.
• Support efforts to improve operational efficiency and effectiveness.
• Perform other duties as assigned by the Executive Director.

Governance Support:

• Assist the Executive Director with governance activities, including:
  • Board of Directors and committee planning.
  • Preparing agendas, minutes, and reports for board meetings.
  • Provide additional administrative support (Zoom host, minutes) for board meetings.
  • Assist with compliance with governance policies and procedures.
  • Facilitate communication between the board, committees, and staff.
  • Maintain records of board and committee activities.

Coalition Membership Management:

• Oversee the management of coalition membership, including:
  • Maintain accurate membership records and contact information.
  • Coordinate membership renewals and outreach efforts.

Additional Recommended Tasks:

• Develop and implement administrative systems to improve efficiency.
• Assist in the preparation and management of budgets.
• Coordinate special projects and initiatives as directed by the Executive Director.
• Provide support for fundraising and grant-writing activities.
• Maintain confidentiality and handle sensitive information with discretion.
• Researching various topics.
• Analyzing data and preparing summaries.

SKILLS, EXPERIENCE & PERSONAL ATTRIBUTES:

Skills:

• Organizational Skills: Managing multiple tasks efficiently, prioritizing workload, and meeting deadlines.
• Communication Skills: Excellent written and verbal communication skills, with the ability to convey information clearly and effectively.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other relevant software. Familiarity with virtual meeting platforms (e.g., Zoom, Teams).
• Problem-Solving: Strong analytical skills to identify issues and develop effective solutions.
• Attention to Detail: Meticulous in maintaining accurate records and ensuring compliance with policies and procedures.
• Interpersonal Skills: Ability to build and maintain positive relationships with staff, board members, vendors, and external partners.
• Project Management: Experience in planning, executing, and overseeing projects to ensure they are completed on time and within budget.
• Financial Acumen: Basic understanding of financial management, including monitoring petty cash and assisting with purchasing.
• Time Management Skills: the ability to manage time effectively and meet deadlines.

Experience:

• Administrative Experience: Minimum of 3 years of experience in an administrative or executive assistant role, preferably within a nonprofit organization.
• Understanding of domestic violence and sexual assault is not required. However, applicants are preferred to possess this experience and demonstrate a willingness to engage in training to develop their knowledge in these areas further.
• Governance Support: Experience in supporting governance activities, including board and committee planning preparing agendas, minutes, and reports.
• Operational Management: Proven experience overseeing day-to-day operations, facilities management, and remote-staff support.
• Vendor Management: Experience in managing vendor relationships and contracts.
• Event Coordination: Experience in scheduling and organizing virtual and in-person meetings and representing the organization at external events.

Personal Attributes:

• Integrity: Demonstrates high ethical standards and maintains confidentiality.
• Adaptability: Flexible and able to adjust to changing priorities and environments.
• Initiative: Proactive in identifying opportunities for improvement and taking action.
• Team Player: Collaborative and able to work effectively with diverse teams.
• Empathy: Understanding and supportive of the mission and values of the Utah Domestic Violence Coalition.
• Professionalism: Maintains a professional demeanor in all interactions and represents the organization positively.
• Resilience: Ability to handle stress and remain composed under pressure.
• Commitment to Learning: Eager to stay updated on industry trends and best practices in nonprofit management.
• Able to thrive in a small nonprofit and take on multiple responsibilities as needed.
• Commitment to contributing toward a positive work culture.
• Flexible scheduling for work outside of business hours (9:00 am-5:00 pm) may occasionally be required.

WORK ARRANGEMENT:

This position is hybrid, with a mix of remote and in-person work. The Executive Assistant may be expected to work from the downtown Salt Lake City office for certain meetings and events while having the flexibility to work remotely (if desired) for most other tasks.

TRAVEL REQUIREMENTS:

This position may require occasional in-state and out-of-state travel with some overnight and/or extended days. Employees must have access to reliable transportation (including driver’s license and proof of insurance). On occasion, some nationwide travel may be required.

COMPENSATION AND BENEFITS:

This is a full-time (salary) position paying $50,000 - $60,000 (DOE) plus a generous benefits package which includes:

• 100% of medical, dental, and vision insurance (with supplemental options available for dependents).
• 403b Retirement Plan options.
• 100% of $15,000 Life & ADD Policy.
• 100% of Employee Assistance Program (EAP) - Counseling Services.
• A competitive time off policy which is summarized as:
  • 18 paid holidays per year
  • Up to 10 days of Sick Leave per year
  • Vacation Leave is accrued on the following schedule:

 APPLICATION PROCESS:

•  No telephone calls/office visits please.
• Please send a cover letter, resume, up to three professional references, and any relevant portfolio material via email (admin@udvc.org) or fax (801-521-5548).
• Applicants are subject to mandatory pre-employment security background checks.
• This position is “Open until filled” - applications will be reviewed until the position is filled.
• UDVC is an equal opportunity employer for all persons without regard to race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, genetic information, marital status, or any other factor that the law protects from employment discrimination.