Job Description

A leading nonprofit organization based in Union County, New Jersey is seeking an experienced Executive Assistant to join their team on a contract to hire basis. This is an exciting opportunity to have an impact, supporting a C-level executive with direct exposure to the Board of Directors and Board Committee! The weekly schedule is expected to be fully onsite.

MAIN RESPONSIBILITIES:

Executive Administration

• Provide administrative support for the President/CEO by managing their daily schedule and calendar, phone calls and e-mail accounts.
• Act as project manager for special projects, which may include planning and coordinating multiple presentations, organizing and coordinating strategic planning documents and follow-up, disseminating information.
• Act as a liaison with internal departments and outside agencies, including high-level staff such as Vice Presidents and Directors.
• Handle confidential and non-routine information and explain policies when necessary.
• Plan, coordinate, and implement special events as assigned.
• Track expenditures and process credit card and expense reports.

Board of Directors

• Serve as a primary point of contact for Board members and the liaison between President/CEOs office, Board of Directors and Board committee Chairs, participate in meetings and various events while ensuring the preparation of communication documentation for Board & committee meetings as well as taking accurate minutes of previous meetings for board approval.
• Coordinate meeting logistics for internal and external meetings with Board committees, serve as a point of contact for external attendees, send and prepare meeting materials including agenda development, assemble board report, and ensure timely distribution & documentation of board meetings and minutes in collaboration with the Board officers and President/CEO.

External Affairs

• Schedule and organize complex activities such as meetings, travel, conferences and department activities for the President/CEO and Board of Directors.
• Coordinate with communications team on speaking engagement logistics, including scheduling, travel, and materials.
• Handle necessary communications internally and externally.
• Work with government officials, network leadership, network agencies and other important stakeholders.
• Receives and screens incoming calls and correspondence and responds independently when appropriate.
• Provide scheduling support to (4) other members of the External Affairs team.

Essential Skills & Experience

• Qualified candidates will have at least five years' experience as an executive administrator, preferably in a non-for-profit environment.
• Able to handle complex assignments where judgment and analysis are required in resolving problems and making recommendations.
• Should possess superior judgment, confidentiality, professionalism, and poise.
• Attention to detail, especially note taking and documentation.
• Ability to handle multiple competing priorities.
• Ability to proactively problem solves and troubleshoot and resolve issues.
• Capable of working autonomously with minimum supervision and achieving expected results.
• Master user in Microsoft Outlook and proficient in other Microsoft Office applications including Word, Excel, and PowerPoint.
• Deep knowledge of change management and project management (e.g., Six Sigma, ADKAR etc.) methodology in leading team projects, preferred.
• Excellent interpersonal skills, adept at conflict resolution, successful at working at all levels of the organization, able to coach at all levels of the organization.
• Strong communication skills, both verbal and written. Ability to tailor communications as required at all levels. Ability to share information and distill it down to most relevant and important points in a clear and concise manner.
• Strong customer service ethic is required. Able to create and maintain positive relationships internally and externally.
• Limited occasional evening and weekend work required for special events.
• Ability to communicate effectively with all Board Members and staff members.
• Ability to travel to multiple locations and be physically present at outside functions throughout the workday, nights, and weekends.
• Other duties and responsibilities as assigned.

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