Job Description
Join Our Team as an Administrative Associate!
Are you looking to make a positive impact in your community while utilizing your strong administrative skills? United Way Quad Cities in Bettendorf, IA is seeking a motivated and detail-oriented Administrative Associate to support our mission.
POSITION SUMMARY:
United Way is social change organization that brings the community together to create access and opportunity for everyone in the Quad Cities to succeed. We unite leading corporations, foundation, individuals, nonprofits, school districts, and more to achieve measurable outcomes and create truly transformational change across the Quad Cities.
The Administrative Associate plays a critical role in the effectiveness of the CEO, COO, and senior leadership team. This high-trust, high-impact role supports executive operations, donor stewardship, and daily administration to ensure the organization runs smoothly and that relationships—with donors, partners, and internal teams—are nurtured with care.
The ideal candidate is resourceful, proactive, and highly organized, with excellent communication skills and a passion for making things work behind the scenes.
ESSENTIAL JOB FUNCTIONS
Executive & Leadership Support
Serve as the primary administrative partner to the CEO and COO—managing complex calendars, scheduling meetings, and ensuring timely follow-up
Prepare executive correspondence, presentations, and confidential documents with accuracy and discretion
Coordinate logistics for board and leadership meetings, including scheduling, materials preparation, minute-taking, and action-item tracking
Act as a liaison between executive leadership and internal/external stakeholders to ensure timely and professional communication
Tocqueville Donor Stewardship & Pledge Management
Serve as the internal point person for Tocqueville Society and Emerging Leaders Legacy Society pledge management—coordinating with Resource Development and Finance to track multi-year commitments, payments, and acknowledgments
Maintain accurate donor records and ensure timely, personalized communication—pledge confirmations, reminders, thank-you messages, and impact updates
Collaborate with the CEO and CSO to deliver exceptional donor experiences, supporting strategic follow-up, curated outreach, and preparation for meetings and events
Monitor donor preferences and proactively identify opportunities to strengthen stewardship, retention, and satisfaction
Office & Administrative Operations
- Oversee daily office functions: mail handling, supply management, document prep, scanning, filing, and vendor communication.
- Maintain a clean, well-stocked, and professional office environment for staff and visitors.
- Coordinate outgoing mailings—letters, invitations, and donor communications.
- Provide administrative and phone backup when needed and assist with special projects across teams.
- Support select finance functions (e.g., deposits) to ensure appropriate separation of duties.
- Deliver excellent customer service to internal and external stakeholders, helping to ensure a positive and productive organizational culture.
Competencies
All United Way Quad Cities staff are expected to demonstrate the following competencies:
- Mission-Focused
- Relationship Oriented
- Collaborator
- Results-Driven
- Brand Steward
Experience/Other Requirements:
2–4 years of experience in administrative, executive support, or operations roles
Minimum 2 years of customer service experience, ideally in a professional services environment
Skills:
Exceptional organizational and multitasking abilities; able to prioritize effectively and adapt to changing needs
Strong customer service orientation with a warm, professional demeanor
Excellent written and verbal communication skills, with high attention to detail
High emotional intelligence and discretion in managing sensitive information and high-level relationships
Proactive self-starter with strong follow-through and the ability to work independently in a fast-paced setting
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with donor CRMs preferred
Other Requirements
Ability to lift up to 25 lbs
Flexibility to work occasional (rare) evenings or weekends, as needed
Valid driver’s license, automobile insurance, and reliable transportation required