Administrative Assistant to the Executive Director

Administrative Assistant To The Executive Director – Job Description:

United Community Corporation (UCC) is a comprehensive, community-based nonprofit organization dedicated to improving and stabilizing the quality of life for individuals and families in Newark, New Jersey. UCC delivers a broad range of social, educational, recreational, and developmental services designed to support self-sufficiency, dignity, and long-term stability.

• Free food and clothing pantry services.
• Case management and supportive counseling for emergency shelter residents.
• Housing stabilization and rental assistance.
• Summer day camp and after-school youth programs.
• Senior services, including recreation and health and wellness education.
• Job preparation and vocational training, including computer skills.
• Advocacy and referral services.

Position Overview:

The Administrative Assistant provides high-level administrative, logistical, and coordination support to the Executive Director of United Community Corporation. This role serves as a key conduit between the Executive Director and staff, Board members, visitors, and external stakeholders. The Executive Assistant is responsible for managing communications, maintaining documentation, supporting governance activities, and ensuring smooth daily operations of the Executive Director’s office.

This position requires professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced nonprofit environment. Individual accountabilities and workload expectations will be established through annual Success Objectives aligned with organizational goals. This role offers unique visibility into agency-wide operations and presents a strong opportunity for professional growth within a growing nonprofit organization.

Administrative Support:

• Provide comprehensive administrative support to the Executive Director, including management of a highly active calendar, screening visitors and calls, preparing expense reports, and managing signature workflows.
• Draft, edit, and prepare correspondence, reports, and materials, including confidential communications.
• Coordinate complex travel arrangements, itineraries, agendas, and briefing materials for meetings and external engagements.
• Anticipate, identify, and proactively resolve scheduling or logistical challenges to ensure the most strategic use of the Executive Director’s time.
• Coordinate all meetings for the Executive Director and routine staff meetings, including scheduling, preparation of materials, and follow-up on action items.
• Order refreshments for meetings as needed and ensure accommodation of dietary restrictions.
• Set up conference rooms, including audio-visual, virtual meeting, and conference call requirements.
• Keep the Executive Director informed of upcoming commitments, key decisions, office needs, and staff-related matters.

Board of Directors and Governance Support:

• Provide administrative support to the Board of Directors and Board Committees, including maintaining rosters, coordinating meetings, preparing agendas, collecting materials, and ensuring timely distribution of board packets.
• Attend monthly Board meetings as needed to provide coordination support and assist with collection and distribution of meeting minutes.
• Prepare, maintain, and organize Board records and governance documentation in accordance with organizational policies.

Internal Coordination and Staff Support:

• Coordinate Executive quarterly meetings with program departments and monthly meetings with program directors.
• Serve as a communication bridge between the Executive Director and internal departments, fostering effective, respectful, and empathetic communication.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive Director.
• Lead staff appreciation efforts, including tracking birthdays, years of service, and other staff milestones.
• Adhere to professional standards and organizational policies in all interactions.

Office Operations and Communications:

• Answer incoming calls, welcome visitors, respond to routine inquiries, and represent the Office of the Executive Director with professionalism.
• Maintain confidentiality of all documents, communications, and sensitive information.
• Prepare records, contracts, personnel documentation, and other materials for signature or submission; ensure proper filing and distribution.
• Attend meetings, take minutes, and distribute documentation to attendees, including staff meeting minutes.
• Sort and distribute incoming mail and deliveries; process outgoing mail and coordinate messenger and delivery services.
• Perform other job-related duties as assigned.

Qualifications:

Education and Experience:

• Associate’s Degree required, plus a minimum of four (4) years of related administrative or executive support experience.
• A higher degree may be considered in lieu of some years of experience.

Communication Skills:

• Strong business writing skills and the ability to communicate clearly and professionally with staff at all organizational levels.
• Ability to navigate organizational structure and departmental responsibilities with discretion and clarity.

Computer and Technical Skills:

• Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to create professional reports, organizational charts, diagrams, and presentations.

Personal Characteristics and Competencies:

Personal Attributes:

• Self-starter with strong initiative and creative problem-solving abilities.
• Exceptional interpersonal and relationship-building skills.
• Ability to multitask, adapt to change, and work effectively under pressure.
• Demonstrated commitment to high professional and ethical standards and a diverse, inclusive workplace.
• Strong commitment to community development, social services, and human services.
• Ability to maintain composure and a sense of humor in high-demand situations.

Core Competencies:

• Professionalism: Demonstrates tact, respect, accountability, and follow-through; reacts well under pressure.
• Planning and Organizing: Effectively prioritizes work, manages time, sets goals, and coordinates tasks for self and others.
• Quality and Accuracy: Demonstrates attention to detail, seeks continuous improvement, and applies feedback constructively.
• Time Management: Manages multiple priorities efficiently and completes projects in a fast-paced environment with minimal supervision.

Work Environment:

• The employee may occasionally be required to lift and move up to 20 pounds.
• The work environment characteristics described represent those encountered while performing the essential functions of this job.