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Administrative Assistant, Corporate Engagement

United Way of Greater Milwaukee & Waukesha County
$21.50 per hour - Hybrid Schedule, on-site presence required.
United States, Wisconsin, Milwaukee
225 West Vine Street (Show on map)
Feb 18, 2026
Job Title: Administrative Assistant, Corporate Engagement Status: Full-Time Department: Resource Development Grade: 24 Date Prepared: 2/2026 FLSA Status: Regular FT, Hourly SUMMARY Provide assistance to the Corporate Engagement Team. Provide administrative support for internal meetings and external events. Assist in the Management of Sponsorships and In-kind Gifts including coordinating/updating Sponsorship Menu, Coordinate Sponsorship Tracking, Thank You Letter Process, Sponsorship Recognition and Benefit Tracking. Coordinate the Corporate Gift Thank You Letter Process. Donor Network Signature Event Sponsorship Support. Provide Reception Area Coverage as needed. Provide Volunteer Management Support. Provide additional administrative backup for the Resource Development Department. RESPONSIBILITIES Other duties may be assigned but are not limited to: SUPPORT CORPORATE ENGAGEMENT TEAM Provide administrative support for the Account Managers for Corporate Engagement team. Coordinate meeting activities including scheduling, sending meeting notices/calendar invites, handling meeting set up, and preparation of materials/supplies, developing and preparing agendas. Prepare minutes and take notes for meetings. Confirm local United Way contacts for National Campaigns that we process. Assist with all aspects of events including handling RSVPs and registration. Update individual and company information in ANDAR and become proficient in using the ANDAR database. Coordinate the production of key division documents. Proofread documents such as letters, emails, sponsorship proposals, communication to Ambassadors, and printed materials. Research accounts as assigned. Compose and handle routine correspondence and clerical work including document preparation, recordkeeping, filing, use and maintenance of mail lists. Work with mail house to prompt weekly mailings for donors. SPONSORSHIP PROCESS SUPPORT Work with Manager -Corporate Engagement to help coordinate thank you letter process. Prepare and send thank you letters. Assist with tracking all sponsorship asks as well as updating tracking spreadsheet and confirmed sponsorship documents. Work with Manager - Corporate Engagement to review confirmed sponsorship proposals and track promised benefits. Coordinate with staff leaders in various departments to make sure promised benefits are delivered. Work with account managers and marketing team to update Sponsorship section on website with company logos. Help coordinate updating sponsorship menu documents with current year's needs. DONOR NETWORK SIGNATURE EVENT SPONSORSHIP SUPPORT Work with Donor Network Team and Corporate Engagement to support Donor Network Signature Event Sponsorship tracking, entering pledge forms, sending invoices, and tracking payments. Attend monthly Donor Network and Finance touch base meeting. Update donor network signature event sponsorship tracking in the Sponsorship Tracking spreadsheet. Update the donor network event sponsorship billing tracking document saved in the Event Payment Tracking section of the Work Teams on the vine. Submit all sponsorship vine forms for the Donor Network Signature Events as well as send invoices for sponsorship payments. Follow up with any outstanding sponsorship payments. CORPORATE GIFT THANK YOU LETTER PROCESS Review weekly generated corporate gift thank you letters and work with Account Managers to ensure correct contact names and dollar amounts. Coordinate timing of mailing/emailing the letters based on staff approval. GENERAL EVENT SUPPORT VIP Ambassador Recognition Event - Create invitation, Manage RSVPs, create name tags and other preparation for the event. Provide administrative support, including but not limited to events & invitation setup, registration and follow-up for the following events: Ambassador Trainings Major Campaigns Best Practices Campaign Cabinet Meetings Campaign Kickoff and Closing Recognition Event ADMINISTRATIVE BACKUP SUPPORT Provide additional administrative backup for the Resource Development Department. Understand administrative procedures and be able to provide backup to all other department support staff. Attend weekly RD Admin Proactive Meeting. RECEPTION AREA COVERAGE Cover switchboard on designated day of the week, breaks and as needed on other days. Work with front desk team to ensure coverage when you are not available on your scheduled day. Provide excellent customer service by assisting callers and visitors. 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 special work-groups and projects as assigned. SUPERVISORY RESPONSIBILITIES This position does not have supervisory responsibilities. QUALIFICATIONS EDUCATION and/or EXPERIENCE High school diploma or GED and five (5) years of progressively responsible experience. High level of proficiency with Microsoft TEAMS, Word, Excel, PowerPoint, Outlook or other similar programs. Ability to produce and edit complex spreadsheets that include formulas. Ability to manage multiple calendars - experience with scheduling executives a plus. Ability to take minutes. Ability to communicate and interact well on all levels. Demonstrated skills in letter and memo writing and development. Demonstrated attention to detail and organizational details. LANGUAGE SKILLS Ability to read and interpret general business periodicals, professional journals, or technical procedures. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers, other employees, and the general public. Ability to communicate and work effectively with volunteers and others in the community representing a broad range of interests and backgrounds. Demonstrated verbal and written communications skills. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent. Ability to analyze data and utilize computer reports using the above computer programs. OTHER SKILLS AND ABILITIES Ability to work in a complex environment using technical and interpersonal skills. Strong analytical abilities, also demonstrating the ability to anticipate problems and identify and implement solutions when needed. Ability to work independently, recognize tasks, implement, and follow through to completion. Proactively communicates with team members on status of projects, tasks and deadlines. Ability to problem-solve and work with flexibility. Able to quickly adapt to change. Ability to remain productive and calm in a fast-paced and sometimes stressful environment. Allocates time efficiently to the most important issues and knows what to spend time on; completes work in a timely and accurate fashion. ACCOUNTABILITY & DECISION-MAKI NG Responsible for producing error-free documents. REASONING ABILITY Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk, and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The noise level in the work environment is usually moderate. 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.